Patient Scheduling Coordinator

The Patient Scheduling Coordinator is responsible for all aspects of patient scheduling, managing high-volume inbound and outbound calls. This role ensures a smooth and efficient scheduling experience for patients. The Patient Scheduling Coordinator will handle approximately 100 calls per day, from start to finish, and will be trained on all aspects of scheduling. They will work closely with the rest of the scheduling team to support patient care coordination.

This position requires exceptional customer service skills. The Patient Scheduling Coordinator serves as the first point of contact for patients and must consistently demonstrate professionalism, empathy, and strong communication abilities. The ideal candidate will be able to create a positive experience on every call, effectively address patient needs, and maintain a calm, solutionsfocused approach in a fastpaced, highvolume call environment.

Pay & Benefits

• Pay Range: $16.00 - $25.00/hour
  (Based on experience, education, and other factors)
• Medical, dental, and vision insurance (multiple plan options)
• Special wellness programs - Maven, HingeHealth, Livongo, Vitality, and Wondr
• 401(k) retirement plan with employer contributions
• Company-paid life, short-term, and long-term disability insurance
• Health Savings Account (HSA) & Flexible Spending Accounts (FSA)
• Paid time off and holidays
• Employee Assistance Program (EAP)
• Discounts through our Perks Program

What You'll Do

• Answer and manage approximately 100 calls daily, including scheduling appointments, rescheduling, and handling inquiries.

• Schedule patient appointments for office visits, scans, labs, and procedures following established protocols.

• Communicate appointment details and instructions clearly to patients and internal staff.

• Document all call interactions and scheduling details accurately in the electronic medical record (EMR).

• Coordinate with providers and other departments to ensure accurate scheduling and follow-up.

• Handle missed or changed appointments and ensure timely rescheduling.

• Maintain professionalism and compassion when dealing with patients, including those who may be upset or stressed.

• Support the scheduling team with administrative tasks as needed.

• Follow all legal regulations including HIPAA, and all company policies and procedures.

• Perform all other Scheduler duties as requested.

Qualifications

• High school diploma or equivalent required.
• Requires 0-3 years' experience, preferably in a medical office setting.
• Knowledge of medical terminology.
• Must have excellent communication skills, written and verbal skills.
• Proficiency in Microsoft Office (Outlook, Word, Excel) required.

SPECIAL PHYSICAL REQUIREMENTS

1. Require sitting at desk for extensive periods of time.
2. Require manual and finger dexterity and eye-hand coordination.
3. Require working under stressful conditions or working irregular hours.
4. Require some exposure to communicable diseases or bodily fluids.

SAFETY CONSIDERATIONS/TYPICAL WORKING CONDITIONS

1. The employee is exposed to communicable diseases and other conditions common to the clinical environment.
2. The employee has limited exposure to toxic substances and is expected to be familiar with the dangers and proper handling of such.
3. Safety policies and good health practices are to be understood and observed.
4. Work is performed in an office environment with frequent contact with staff and patients.
5. Work may be repetitious, and in a high-stress environment.
6. Contact may involve dealing with angry and/or upset people.

KNOWLEDGE, SKILLS, AND ABILITIES

1. Excellent verbal and written communication skills
2. Excellent problem-solving skills
3. Flexibility and openness to process changes
4. Ability to cultivate positive working relationships with the patients, public, providers, management and staff
5. Ability to understand and respond to detailed verbal and written instructions.
6. Ability to learn Electronic Medical Record system.
7. Ability to maintain confidentiality of sensitive information and adherence to HIPAA regulations.
8. Ability to maintain a neat workstation and report to work on time.
9. Ability to work in a team environment.
10. Ability to maintain good working relationships with co-workers and providers.
11. Knowledge of common safety hazards and precautions to maintain a safe work environment.
12. Ability to learn all duties listed in the job description.
13. Ability to respond calmly, compassionately and effectively with issues relating to patient care or emergencies.

TRAITS

1. Maintain a positive and compassionate atmosphere for patients, families, and members of the health care team.
2. Demonstrate the willingness and ability to work effectively with others and willingly assist when needed.
3. Support the Illinois CancerCare Mission and Values.
4. Follow the practice and departmental standards of attendance, appearance, policies and procedures.
5. Accept constructive coaching contribute creative solutions to improve job performance.
6. Present and promote a positive public image of Illinois CancerCare in public. Take pride in working for Illinois CancerCare and exhibits loyalty to the practice.