Ambulatory Referral Scheduling Specialist

Job Summary

Responsible for scheduling patient appointments within ambulatory clinics based on provider referrals. This position serves as the primary point of contact for patients requiring new patient or specialty clinic appointments and works collaboratively with referring providers, clinic staff, and patients to ensure timely access to ambulatory care services.

The representative manages referral work queues, conducts outbound and inbound scheduling calls, maintains accurate documentation within the electronic health record (EHR), and supports organizational access goals through efficient appointment scheduling and referral closure processes.

Responsibilities

• Review incoming referrals and provider orders to facilitate scheduling of ambulatory clinic appointments.
• Contact patients to schedule new patient and specialty clinic appointments.
• Coordinate appointments based on provider scheduling guidelines, patient preferences, and clinic availability.
• Monitor referral work queues to ensure referrals are addressed within established service standards.
• Maintain scheduling accuracy and ensure appointments are assigned appropriately according to referral instructions
• Manage high-volume inbound and outbound telephone communication related to referral scheduling
• Generate, review and sort daily reports for the hospitalist patients work distribution.
• Communicate scheduling outcomes and referral status to appropriate stakeholders.
• Escalate referral concerns, scheduling barriers, or patient access issues to leadership or designated clinic personnel.

Knowledge, Skills & Abilities

Patient Group Knowledge (Only applies to positions with direct patient contact)

The employee must possess/obtain (by the end of the orientation period) and demonstrate the knowledge and skills necessary to provide developmentally appropriate assessment, treatment or care as defined by the department's identified patient ages. Specifically the employee must be able to demonstrate competency in: 1) ability to obtain and interpret information in terms of patient needs; 2) knowledge of growth and development; and 3) understanding of the range of treatment needed by the patients.

Competency Statement

Must demonstrate competency through an initial orientation and ongoing competency validation to independently perform tasks and additional duties as specified in the job description and the unit/department specific competency checklist.

Common Duties and Responsibilities

(Essential duties common to all positions)

1. Maintain and document all applicable required education.

2. Demonstrate positive customer service and co-worker relations.

3. Comply with the company's attendance policy.

4. Participate in the continuous, quality improvement activities of the department and institution.

5. Perform work in a cost effective manner.

6. Perform work in accordance with all departmental pay practices and scheduling policies, including but not limited to, overtime, various shift work, and on-call situations.

7. Perform work in alignment with the overall mission and strategic plan of the organization.

8. Follow organizational and departmental policies and procedures, as applicable.

9. Perform related duties as assigned.

Education

• High School Diploma or GED (Required)
• Associate's Degree

Credentials

• No Certification, Competency or License Required

Work Schedule: Days

Status: Full Time Regular 1.0

Location: Northgate-400 Association Dr.

Location of Job: US:WV:Charleston

Talent Acquisition Specialist: Tamara B. Young tammy.young@vandaliahealth.org