Job Description

*This is not a remote position. On-site applicants only.

Job Summary:

The Central Scheduler coordinates and manages patient appointments, diagnostic tests, and surgical procedures across multiple hospital departments to ensure efficient facility workflow and smooth patient access. This position reports to the scheduling manager.

Job Duties and Responsibilities:

• Schedules patient appointments called in by patients, physicians and physicians’ office staff.
• Obtains patient demographic and insurance information and enters data into the computer system when scheduling procedures.
• Works with department managers regarding times of service, length of procedures, etc., for appropriate scheduling of patients.
• Prepares daily patient schedules for appropriate departments.
• Notifies departments of any changes in schedules after the schedules have been printed and distributed.
• Provides patients with general information about registration process.
• Provides patient with any pre-appointment special instructions.
• Maintains a good working relationship within the department and with other departments.
• Interacts professionally with physicians, patients/families and healthcare staff.
• Treats patients and their families with respect and dignity.
• Answers the telephone in a professional and polite manner, communicates information to appropriate personnel.
• Communicates clearly and appropriately.
• Demonstrates an ability to be flexible, organized and function under stressful situations.
• Utilizes initiative; strives to maintain steady level of productivity; self-motivated.
• Makes decisions reflecting knowledge of facts and good judgment within scope of practice for this position.
• Accepts other responsibilities as directed.

Standards of Behavior

William Newton Hospital’s Standards of Behavior allow a mechanism for holding each employee accountable and encourages us to "raise the bar". All employees are expected to familiarize themselves with the Standards and practice them daily.

i - Integrity

We act with unwavering moral principle, transparency, and sincerity in every interaction.

P - Patient-Centered

We meet patients where they are, ensuring the are active participants in their care journey. We prioritize the patient's physical and emotional well-being over all else.

A - Accountability

We own our actions. We set clear expectations and hold all team members to the same high standards.

C - Compassion

We treat every patient, family member, and colleague with kindness, empathy, and dignity.

E - Excellence

We approach every task, large or small, with enthusiasm. We continually pursue mastery and best practices in our field.

Requirements

Professional Requirements:

• Adheres to dress code, appearance is neat, clean and professional.
• Completes annual education requirements.
• Maintains and ensures patient confidentiality at all times.
• Reports to work on time and as scheduled, completes work within designated time.
• Wears identification while on duty, uses computerized punch time system correctly.
• Attends Hospital in-service and educational opportunities.
• Represents the organization in a positive and professional manner.
• Complies with all organizational policies regarding ethical business practices.
• Works at maintaining a good rapport and a cooperative working relationship with physicians, departments and staff.
• Attends committee, CQI and management meetings, as appropriate.
• Ensures compliance with policies and procedures regarding department operations, fire, safety and infection control.
• Communicates the mission, vision and core values of the hospital.
• Maintains regulatory requirement, including all state federal and CMS regulations.

Regulatory Requirements:

• Education: High school diploma or equivalent.
• Experience: One to two years of customer service, medical office, or healthcare administrative experience.
• Knowledge: Familiarity with medical terminology, insurance verification workflows, and basic anatomy/procedure types preferred.
• Technical Skills: Basic computer proficiency and the ability to learn complex hospital scheduling software and EMR platforms preferred.
• Soft Skills: Strong verbal communication, detail-oriented organization, and a calm, courteous demeanor under pressure required.