Administrative Skills, Calendar Management, Communication Skills, Continuous Improvement, Customer Support/Service, Data Entry, Documentation, Documentation Standards, Electronic Medical Records, Establish Priorities, Healthcare, Identify Issues, Multiplatform/Cross-Platform, Organizational Skills, People Management, Plan Meetings, Privacy Controls, Problem Solving Skills, Process Improvement, Quality Management, Record Keeping, Schedule Development, Team Player, Telephone Skills, Time Management
Role Summary
The Scheduling Specialist plays a crucial role in ensuring participants receive timely care. This position involves coordinating care scheduling and maintaining accurate team member availability for appointments. Responsibilities include managing scheduling requests, handling cancellations and rescheduling, responding to participant scheduling needs, conducting reminder calls, and performing other administrative tasks. The role requires outstanding customer service to all stakeholders and maintaining accurate records of all scheduled appointments. This is a fully on-site position in a dynamic environment, collaborating effectively with colleagues and stakeholders.
Duties and Responsibilities
- Coordinate participant appointments, troubleshoot conflicts, communicate with stakeholders, and meet appointment turnaround times.
- Manage cancellation and rescheduling requests, ensuring timely communication to all parties.
- Respond to phone calls and emails, screen and resolve inquiries while adhering to documentation standards.
- Provide exceptional customer service and promote core values.
- Maintain and update team member schedule availability in source systems.
- Ensure timely documentation of updates and communications as per department protocols.
- Conduct appointment confirmations and reminders, updating appointments as needed.
- Continuously review and improve scheduling processes, recommending enhancements.
- Provide guidance and support on scheduling processes and procedures.
- Troubleshoot and resolve basic issues, escalating to management when necessary.
- Work a varied schedule including evenings and weekends as required.
- Complete all required documentation accurately and on time.
- Protect privacy and maintain confidentiality of all company procedures and information.
- Follow company policies and participate in quality improvement activities, training, and meetings.
- Communicate regularly with supervisors and team regarding workload and priorities.
- Complete mandated trainings and health screenings on time.
- Exercise flexibility in assignments as business needs evolve.
- Perform other duties as assigned.
Skills and Experience
Required:
- Excellent data entry skills and experience with multiple software platforms, including EMR.
- Minimum of one year of healthcare experience.
- Outstanding customer service orientation, particularly in telephone and written communications.
- Strong problem-solving skills and persistence.
- Excellent organizational and communication skills.
- Ability to work independently with minimal supervision.
- Demonstrated ability to prioritize in a fast-paced environment.
- Experience working with diverse backgrounds and cultures.
- Commitment to supporting vulnerable seniors.
Preferred:
- Experience in a PACE setting is a plus.
Education
- Required: High School Diploma or GED
Schedule
- Hours Per Week: 40
- Hours Per Day: 8
- Days Per Week: 5
- Schedule: Monday to Friday, 8:00 AM to 4:30 PM
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Talent Software Services, Inc.