Scheduler and Front Desk Coordinator

Essential Duties and Responsibilities:

General Duties (all days)

• Be positive, helpful, friendly, supportive, sincere, and genuine to all patients, physicians, and staff.

• Be attentive and responsive to doctors’ and/or practice administrator/team leader requests in a timely manner.

• Be punctual and regular in attendance.

• Follow all office policies and procedures.

• Make decisions that reflect the best interests of Heart One Associates and providing quality patient care.

• Maintain patient confidentiality as governed by the Health Information Portability and Accountability Act (HIPAA).

• Maintain thorough and accurate documentation in charts for all correspondence involving patient care.

• Reschedule physician schedules as requested by team leader/supervisor/or practice manager.

• Review schedules daily for corrections or gaps and ensure changes are made.

• Check and address emails throughout the day.

• Check EMR messages regularly throughout the day. Messages should be accurate and thorough for physicians to review and assess.

• Communicate effectively with providers, APPs, and other clinical staff.

• Assigned tasks should be worked on daily.

• Inform team leader of office supplies needed.

Scheduling Duties (primary assignment via phone)

• Schedule patient appointments, consultations, and follow-up visits according to provider availability and clinic guidelines.

• Coordinate diagnostic testing and procedures as ordered by physicians.

• Verify patient demographic and insurance information prior to scheduling appointments.

• Obtain personal medical and insurance coverage information.

• Provide patients with preparation instructions for upcoming appointments, tests, or procedures.

• Oversee provider clinic and adjust schedules to accommodate urgent or same-day appointments.

• Inbound & Outbound calls, appointment requests, cancellations, and rescheduling.

• Confirm upcoming appointments and communicate reminders to patients.

• Provide excellent customer service while addressing patient questions and concerns.

• Maintain a high level of accuracy in appointment scheduling.

• Keep workstation clean.

Front Office Coverage Duties (weekly, dates to be determined)

• Greet and check in patients in a professional and courteous manner.

• Monitor the flow of patients and waiting times, informing patients of delays or emergencies that may keep them waiting.

• Check in and obtain personal medical and financial information, informing back office of patient arrivals and visit needs.

• Collect co-pays at check-in, processing credit card payments and processing batch detail and settlement daily.

• Check out patients, maintaining a high level of accuracy in appointment scheduling.

• Support administrative tasks as assigned by lead/supervisor or the practice manager.

• Keep workstations and waiting room organized and clean, i.e., magazines, chairs, counters, desktops.

• Travel to various Practice locations as needed for coverage.

• Other duties as assigned.

Work Schedule: Primary assignment is scheduling, with weekly front office coverage. Front office coverage dates to be determined by management and subject to change based on the needs of the practice.

Dress Code: Black Scrubs & Closed toe shoes

Education and Experience:

• High School Diploma or G.E.D

• Minimum 2- years medical practice experience preferred

• Cardiology experience preferred

• Working knowledge with EMR (eClinicalWorks preferred)

• Excellent verbal and written communication skills.

• Excellent organizational skills

• Knowledge of HIPAA rules & regulations.

• Knowledge of diagnostic testing and procedures, preferred.

• Knowledge of basic mathematics.

• Proficiency in Microsoft Office, Word, Internet.