Scheduling Specialist- Heart & Vascular

As a Scheduling Specialist at Heart & Vascular youll join a team and be a part of a culture thats dedicated to providing top quality care to our patients. Our full-time employees enjoy a robust benefits package which may include health insurance 401(k) licensure/certification reimbursement tuition reimbursement and student loan assistance for eligible roles.

Job Summary

The Scheduling Specialist is responsible for managing and optimizing the scheduling process for patients and physicians offices within the hospital or medical facility. This role involves coordinating appointments procedures and treatments across departments to ensure efficient utilization of resources and high-quality patient care. The Scheduling Specialist serves as a key liaison between patients medical staff and administrative teams ensuring timely and accurate scheduling while providing excellent customer service.

Essential Functions

• Schedules patient appointments for consultations tests procedures and follow-ups ensuring proper allocation of time and resources.
• Notifies patients of appointment confirmations cancellations or reschedules as well as providing necessary information and instructions ensuring a high level of patient satisfaction.
• Accurately enters and updates patient information into the electronic health records (EHR) or scheduling system.
• Works closely with medical staff to align patient appointments with clinical priorities and optimize provider schedules.
• Tracks and manage patient cancellations and no-shows ensuring timely rescheduling and minimizing disruptions.
• Provides general administrative assistance including answering calls managing patient referrals and coordinating patient files.
• Receives orders from the Order Facilitator and reviews to make sure the orders are valid and complete.
• Asks patients the necessary questions for specific tests and provide the required procedure preparation or instructions.
• Prioritizes work efficiently including processing STAT order timely.
• Notifies ordering offices if unable to contract their patient to schedule procedures.
• Offers alternative scheduling options when needed to accommodate patient preferences and medical needs.
• Communicates with physicians nurses and other medical professionals to ensure appointments are properly scheduled based on clinical priorities and patient needs.
• Performs other duties as assigned.
• Maintains regular and reliable attendance.
• Complies with all policies and standards.

Qualifications

• Associate Degree or certification in Healthcare Administration Medical Office Administration or a related field preferred
• 0-2 years of experience in medical scheduling administrative support or customer service preferred
• 0-2 years of experience with electronic medical record (EMR) systems scheduling software or medical front desk operations preferred

Knowledge Skills and Abilities

• Strong knowledge of appointment scheduling patient flow management and administrative procedures.
• Strong organizational and time-management skills with the ability to handle multiple tasks and deadlines.
• Excellent verbal and written communication skills to effectively interact with patients medical staff and administrative teams.
• High attention to detail and accuracy particularly in data entry and record-keeping.
• Ability to work in a fast-paced environment while maintaining a calm professional demeanor.
• Proficient in Microsoft Office Suite (Word Excel Outlook) and hospital scheduling or EHR software.
• Knowledge of medical terminology is a plus.

This position is not eligible for immigration sponsorship now or in the future. Applicants must be authorized to work in the U.S. for an employer.