Medical Scheduler

Medical Scheduler - Job Description

Position Summary

The Medical Scheduler serves as a key point of contact for patients and supports efficient daily operations by coordinating appointments, maintaining accurate patient and insurance information, and keeping provider and staff schedules current. This role requires professionalism, attention to detail, sound judgment, and a commitment to delivering a positive patient experience while protecting confidential health information.

Essential Duties and Responsibilities:

• Schedule, confirm, reschedule, and cancel patient appointments using established scheduling protocols and available provider resources.
• Collect and accurately enter patient demographic, contact, medical, referral, and appointment information at the time of scheduling.
• Explain required forms, relevant documents, preparation instructions, and next steps; assist patients with completing information when appropriate.
• Obtain, verify, document, and update insurance information, referrals, and authorization details according to organizational procedures.
• Match patients with the appropriate provider, location, appointment type, and time based on clinical direction, scheduling rules, and patient needs.
• Prepare and distribute accurate daily schedules and communicate schedule changes promptly to patients and appropriate team members.
• Maintain complete, accurate, and confidential patient records in the electronic health record, scheduling system, and other approved systems.
• Answer incoming calls, respond to scheduling inquiries, route messages, and provide courteous service in person, by telephone, and through approved electronic channels.
• Support front desk operations, including patient check-in or check-out, document collection, and general administrative assistance as assigned.
• Coordinate with clinical, billing, referral, and administrative teams to support timely patient care and efficient patient flow.
• Follow privacy, confidentiality, safety, and organizational policies when handling patient information and performing assigned duties.

Required Qualifications:

• High school diploma or equivalent.
• Prior experience in medical scheduling, a medical office, healthcare customer service, or a high-volume administrative environment preferred.
• Ability to use electronic health records, scheduling, telephone, email, and standard office software; willingness to learn organization-specific systems.
• Working knowledge of medical terminology, insurance processes, referrals, and authorizations preferred.
• Clear verbal and written communication skills.
• Ability to maintain confidentiality and handle sensitive information with discretion.

Work Expectations:

The Medical Scheduler must be able to communicate effectively throughout the workday, use a computer and telephone for extended periods, and perform routine office tasks. Regular and reliable attendance, punctuality, and adherence to established procedures are essential. Reasonable accommodation may be provided to enable qualified individuals to perform the essential functions of the position.