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.

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

Essential Duties:

• 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 duties as requested.

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

SPECIAL PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Work may require sitting for long periods of time; also stooping, bending and stretching for files and supplies. Occasionally lifting files or paper weighing up to 30 pounds. Requires manual dexterity sufficient to operate a keyboard, calculator, telephone, copier and other office equipment. Vision must be correctable by 20/20, and hearing must be in the normal range for telephone contacts. It is necessary to view and type on computer screens for prolonged periods of time.

SAFETY CONSIDERATIONS/TYPICAL WORKING CONDITIONS

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

KNOWLEDGE, SKILLS, AND ABILITIES

• Excellent problem-solving skills
• Flexibility and openness to process changes.
• Ability to cultivate and maintain positive working relationships with the patients, public, providers, management and staff.
• Excellent verbal and written communication skills
• Ability to understand and respond to detailed verbal and written instructions.
• Ability to learn electronic medical record and scheduling systems.
• Ability to maintain confidentiality of sensitive information and adherence to HIPAA regulations.
• Ability to maintain a neat workstation and report to work on time.
• Ability to work in a team environment.
• Knowledge of common safety hazards and precautions to maintain a safe work environment.
• Ability to learn all duties listed in the job description.
• Ability to respond calmly, compassionately and effectively to issues relating to patient care or emergencies.

TRAITS

• Maintains a positive and compassionate atmosphere for patients, families, and members of the health care team.
• Demonstrates the willingness and ability to work effectively with others and willingly assists when needed.
• Supports the Illinois CancerCare Mission and Values.
• Follows the practice and departmental standards of attendance, appearance, policies, and procedures.
• Accepts constructive coaching and contributes to creative solutions to improve job performance.
• Presents and promotes a positive public image of Illinois CancerCare in public. Takes pride in working for Illinois CancerCare and exhibits loyalty to the practice.