Patient Scheduling Coordinator (Advanced)

The Patient Scheduling Coordinator is responsible for coordinating patient care activities, including scheduling appointments, managing diagnostic testing, and facilitating communication between patients, providers, and clinical teams. This role requires independent judgment, strong organizational skills, and a high level of customer service in a fast-paced clinical environment.

Minimum Qualifications:

• High school diploma or GED required
• Minimum of three (3) years of clerical experience, including at least six (6) months at a Patient Scheduling Coordinator level or equivalent

Licensure/Certification:

• Basic Life Support (BCLS) certification required within 30 days of hire
• Must successfully complete and maintain required internal certification program and accuracy standards

Key Responsibilities:

• Schedule clinical appointments for new and returning patients, prioritizing based on clinical urgency using IDX and other scheduling systems
• Coordinate laboratory work and diagnostic testing utilizing systems such as LastWord, NotesLink, and Logician
• Assess patient needs via phone and determine appropriate scheduling timeframes
• Facilitate coordination among providers, patients, nursing staff, and external partners to ensure completion of required testing and documentation
• Coordinate inpatient and outpatient testing, including logistics such as transportation and timing
• Prepare patient charts and ensure all required documentation is complete prior to visits
• Address patient inquiries regarding clinic policies and assist in resolving concerns or complaints
• Support patient needs, including accommodations such as interpreter services
• Assist in training and onboarding of new staff
• Process required system transactions and assist with medical coding and billing accuracy
• Coordinate surgical procedures, including scheduling, pre-certifications, and resource planning
• Perform financial-related tasks such as insurance authorization and billing inquiries
• Participate in required training and departmental meetings; maintain compliance with all policies
• Perform other duties as assigned

Required Skills & Qualifications:

• Knowledge of third-party payors and basic understanding of ICD and CPT coding (or willingness to obtain)
• Strong data entry skills (minimum 5,000 keystrokes per hour with ≤3% error rate)
• Ability to work independently in a high-volume clinical environment
• Strong multitasking and organizational abilities
• Experience with IDX, Medipac, LastWord, or similar systems preferred
• Familiarity with managed care or health insurance processes
• Excellent customer service and communication skills

Work Environment:

• Medical office setting
• Well-lit, climate-controlled workspace

Physical Requirements:

• Frequent sitting, typing, and phone communication
• Occasional standing, walking, bending, and reaching
• Ability to lift up to 20–50 lbs. as needed