Job Title:
APPOINTMENT SCHEDULER
Department(s):
Business Operations
Position Summary:
Ensures efficient client flow, provides clients with needed information
regarding appointments and services, schedules appointments,
transfers calls
Supervision Received: Business Operations Manager or Finance Director
Supervision Exercised: None
Hours/Week
FLSA Definition:
40
Full-Time
Part-Time
Exempt
Non-Exempt
ESSENTIAL FUNCTIONS:
 Answers all incoming calls and forward calls to appropriate staff, as needed
 Pre-registers new and established patients verifying all demographic and insurance information
and making corrections as needed
 Schedules, cancels and reschedules patient appointments
 Advises patients of clinic financial policies when scheduling appointments
 Schedules patients with Intake Coordinator according to clinic policy (Sliding-Fee applicants,
SAGE, MFPP, uninsured and/or underinsured)
 Informs patients of late arrival, cancellation and rescheduling policy
 Takes telephone notes in EMR (Electronic Medical Record) and routes to appropriate staff
 Communicates with Front Desk regarding changes in Provider schedule (PTO, call-ins, add-ons)
 Mails No Show letters to patients
 Reschedules No Show OB/prenatal return appointments
 Covers Front Desk, as needed following Front Desk Job description
 Daily checks flags and documents in EMR and responds in a timely manner
 Performs other duties as assigned
CORE REQUIREMENTS:
 Works collaboratively and respectfully with staff and others—individually and as part of a team—
to achieve optimal efficiency, outcomes and morale

Interacts in a culturally competent manner with individuals and groups from diverse backgrounds,
including but not limited to: socio-economics, race and ethnicity, nationality and religion, both inclinic and in the community

Maintains excellent and punctual attendance

Attends and actively participates in staff and departmental meetings
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
Attends agency functions and meetings as relevant or required

Works at any or all NHS clinics, as needed

Uses computer daily including e-mail, word documents, spreadsheets, patient management
system, electronic health record, and patient portal, as needed to carry out essential job functions

Maintains any required licensure/certification

Demonstrates commitment to agency mission and goals

Abides by corporate compliance program, HIPAA regulations and other agency policies and
procedures

Participates daily in pre-visit planning and huddles (RN, Provider, Medical Assistant, Front Desk)

Utilizes Patient Portal to access patient information and communicate with patients, as relevant

Plans, organizes, and multitasks

Speaks, understands, reads and writes English sufficiently to carry out all essential duties

Performs other duties as assigned
EDUCATION/QUALIFICATIONS:
 Experience
o High school diploma or equivalent; Minimum 2-year appointment scheduling experience in a
health care facility required
o Graduate of a Medical Assistant/medical terminology program or equivalent preferred
o Spanish language fluency preferred

Possesses knowledge of:
o Medical terminology
o Health insurance
o Appointment Scheduling on a computerized system
o Telephone/switchboard operation
o Customer Service in related field

Possesses skill in:
o Able to type a minimum of 40 words per minute
o Good organizational skills
o Detailed oriented
o Make decisions with little direct supervision
PHYSICAL/MENTAL DEMANDS:
These demands are representative of those the employee must meet to successfully perform the
essential functions of this job. Reasonable accommodations may be made to enable individuals with
disabilities to perform the essential job functions.
 Uses hands to finger, handle, or feel objects, tools, or controls
 Bends or stoops and reaches with hands and arms
 Able to speak and hear to use telephone
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Sits for long periods of time
Occasionally required to stand and walk
Occasionally lifts and/or moves up to 10 pounds
Specific vision abilities required by this job include close vision, distance vision, peripheral vision,
depth perception, color perception and the ability to adjust focus
ENVIRONMENTAL /WORKING CONDITIONS:
These characteristics are representative of those the employee encounters while performing essential
functions of this job. Reasonable accommodations may be made to enable individuals with disabilities
to perform the essential job functions.
 Fast-paced office environment
 The noise level in the work environment is usually low
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