Job Description

About the Role

The Centralized Scheduler plays a key role in ensuring smooth patient flow and timely access to outpatient tests and treatments. This position supports clinic operations by coordinating schedules, communicating with internal departments, and providing patients with accurate instructions and appointment information.

How You’ll Make an Impact

As a Centralized Scheduler, you have a direct impact on patient care by ensuring smooth scheduling and timely access to outpatient tests and treatments. You support daily clinic operations through effective coordination with internal departments while providing patients with clear instructions, accurate appointment details, and a seamless care experience.

Customer Service

• Maintain positive, professional communication with patients, providers, and departmental staff.
• Provide patients with clear instructions, preparation requirements, and appointment details.
• Support patients in navigating scheduling needs with courtesy and accuracy

Billing Procedures & Accounts Receivables

• Ensure documentation and registration is accurate and timely to support downstream billing processes.
• Verify that all outpatient tests and treatments are prior authorized and financially cleared before scheduling.

Inventory & Order Placements

• Maintain adequate office supplies and scheduling-related materials.
• Monitor supply levels and submit requests or orders to ensure uninterrupted workflow.

Policies & Procedures

• Maintain and update ancillary department schedules in alignment with organizational guidelines.
• Complete and distribute No-Show and Canceled appointment forms to ordering providers in accordance with policy.
• Follow established protocols for patient notifications, documentation, and communication.
• Adhere to confidentiality, compliance, and safety standards.

Organizational Support

• Collaborate effectively with clinical and administrative teams to support smooth departmental operations.
• Perform additional tasks assigned by leadership to meet organizational needs.

Requirements

Qualifications

• High school diploma or equivalent preferred.
• Clerical or scheduling experience preferred.
• Proficient in computer systems with the ability to quickly learn new software.
• Strong written and verbal communication skills.
• Ability to exercise sound judgment and work independently.

Who You Are

• Professional, courteous, and service-oriented.
• Highly organized, detail-oriented, and dependable.
• Able to manage multiple priorities in a fast-paced environment.
• Maintains confidentiality and demonstrates sound judgment and professionalism.

Skills & Capabilities

• Excellent communication and interpersonal skills.
• Strong time management and organizational abilities.
• Competence in computer systems, scheduling software, and electronic documentation.
• Ability to solve problems and seek clarification when needed.
• Comfortable interacting with patients in a variety of situations.

Position Details

Schedule: Full-time, non-exempt position with the expectation of working 40 hours per week. Regular and punctual attendance is required.

Physical Requirements: Prolonged periods of sitting, computer use, and telephone communication. Occasional walking, standing, bending, and stooping. Must have adequate vision and hearing (with or without correction). Repetitive hand and wrist motion and eye strain due to computer work.

Equipment: Computer, telephone, fax machine, copier. Standard office equipment.

Acknowledgment

I acknowledge that I have reviewed and understand the contents of this job description. I understand that this document may be revised at the organization’s discretion and does not constitute a contract of employment. Employment is at will and may be changed with or without notice, including but not limited to duties, location, compensation, benefits, or employment status.