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Lead Medical Scheduling Coordinator

2 months ago

San Antonio, Texas, United States NEXT Oncology Full time
Position Overview:
The Lead Medical Scheduling Coordinator will execute scheduling responsibilities while supervising a team of Medical Schedulers in arranging both routine and specialized medical services with various healthcare providers for a designated patient demographic. This role also encompasses a range of administrative, clerical, and record-keeping tasks that support the delivery of services in outpatient or inpatient healthcare environments.

Minimum Qualifications:
  • High School Diploma or equivalent; Associate Degree or relevant certification is preferred.
  • A minimum of five years of experience in medical clinic administration or scheduling is desirable.

Key Responsibilities:
  • Organizes appointments for patient consultations, procedures, and visits.
  • Coordinates diagnostic and imaging tests.
  • Arranges both office and hospital-based medical procedures and assessments.
  • Documents notes and special instructions in the electronic medical record as necessary.
  • Collaborates with healthcare professionals regarding schedules, patient needs, and any modifications.
  • Addresses scheduling conflicts promptly as they arise.
  • Utilizes insurance contracts and protocols to determine optimal scheduling approaches for patients.
  • Verifies patient insurance details and secures prior authorizations or communicates needs to relevant parties.
  • Reviews scheduled appointments for thoroughness and accuracy.
  • Provides clear and detailed information to patients about test preparations, appointment times, and directions; responds to patient inquiries effectively.
  • Handles phone calls and emails, welcoming patients and reminding them of upcoming appointments.
  • Performs various administrative tasks, including answering phones, faxing, filing confidential documents, and utilizing the internet and email.
  • Delivers exceptional customer service to all internal and external stakeholders.
  • Creates and distributes patient schedules.
  • Enhances and sustains positive customer service relations within the team.
  • Leads and mentors scheduling staff.
  • Facilitates training for new scheduling personnel.
  • Ensures adherence to standard operating procedures and workflows by the team.

Physical Requirements:
The physical demands outlined here represent those that must be met by an employee to successfully fulfill the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.
  • Requires a full range of motion, including the ability to handle and lift patients, as well as manual dexterity and coordination.
  • Involves standing and walking for extended periods.
  • Occasionally requires lifting and carrying items weighing up to 40 lbs.
  • Requires corrected vision and hearing within normal ranges.

Supervision:
The Lead Medical Scheduling Coordinator reports directly to the VP of Clinical Operations.