Scheduling & Administrative Specialist

Want to join our Team We are looking for a Scheduling & Administrative Specialist to manage patient appointments answer and direct patient calls and maintain accurate records while providing exceptional customer service to patients and staff.

Office Location: Pasadena MD

Status: 40 hours per week

Schedule: Monday Friday 8am 4:30pm

Main Responsibilities:

• Efficiently schedules new patients patient referrals and returning patients in computer system in accordance with office guidelines. Coordinates scheduling of follow-up appointments with providers/clinicians. Coordinate patient appointments efficiently ensuring the availability of healthcare providers medical staff and necessary facilities with attention to time/distance between appointments
• Cancels/reschedules appointments according to provider/clinician schedule changes; notifies appropriate personnel.
• Work closely with healthcare providers and other clinical staff to optimize their schedules and improve day-to-day workflow.
• Serve as the primary point of contact for patients addressing scheduling inquiries confirming appointments and providing reminders to reduce no-shows.
• Patient Communication: Answers all incoming calls assesses callers needs directs to appropriate personnel.
• Obtains and communicates messages in an accurate and timely manner.
• Maintain accurate patient records ensure proper documentation and handling confidential information in compliance with HIPAA regulations.

• Other duties as assigned.

What We Offer:

• A rewarding and fulfilling career with a company that values your contributions.
• Competitive salary and generous paid time off including 18 vacation days 10 sick days and 8 paid holidays in your first year of employment with HOC.
• Educational assistance to pursue professional development additional certifications and degree programs.
• Comprehensive health dental and vision coverage company-paid Short-Term Disability and Life Insurance and available accident and critical illness coverage.

About Hospice of the Chesapeake

At Hospice of the Chesapeake we create meaningful experiences for those in the communities we serve who are experiencing serious advanced illness and loss. We believe truly meaningful experiences come from a partnership between highly skilled and compassionate professionals our healthcare partners and the patient and family with a primary focus on living each day to the fullest extent possible. We develop care plans to minimize symptoms articulate what matters most and remember that each moment matters.

We are Your Hometown Hospice! Over the last 45 years our team has cared for more than 50000 hospice patients and nearly 100000 family members.

To learn more please visit us at or find us on social media.

Your Qualifications:

• High school diploma or equivalent required.
• Minimum three years of office experience preferably in a medical office setting. Knowledge of medical terminology required. Previous experience in medical office administration familiarity with palliative care scheduling or healthcare settings preferred.
• Must have excellent communication skills written and verbal skills. Proficiency in Microsoft Office (Outlook Word Excel) required.
• Strong organizational and multitasking abilities
• Excellent communication and interpersonal skills
• Ability to manage sensitive and confidential information with discretion
• Proficiency with scheduling software and office equipment (e.g. phone systems fax machines)
• Detail-oriented and reliable
• Ability to work independently and as part of a team
• Ability to remain calm under pressure and handle difficult situations with professionalism
• Ability to sit for extended periods and use a computer and phone system
• Occasional lifting of office supplies (up to 15 lbs.)

Valid drivers license and a good driving record. Reliable transportation a must.

Compliant with health screening and vaccination requirements of organization and position including TB screening and influenza vaccination annually.

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