Job Summary: The Outpatient Scheduler is responsible for coordinating outpatient appointments, diagnostic testing, and procedures while ensuring an exceptional patient experience. This role works closely with physicians, clinical departments, patients, and insurance carriers to ensure appointments are scheduled accurately, authorizations are obtained when needed, and all patient information is complete and compliant. The Outpatient Scheduler plays a vital role in supporting operational efficiency, patient satisfaction, and revenue cycle integrity.

Essential Duties & Responsibilities

Schedule outpatient appointments, diagnostic testing, and procedures accurately and efficiently
Verify patient demographics, insurance coverage, and authorization requirements prior to scheduling
Coordinate scheduling with physicians, clinical departments, and ancillary services
Communicate appointment details, preparation instructions, and scheduling updates to patients
Answer incoming calls and assist patients with scheduling questions, changes, or cancellations
Maintain accurate documentation within the scheduling and electronic medical record systems
Verify orders, referrals, and supporting documentation prior to appointment scheduling
Work closely with clinical staff to optimize provider schedules and patient flow
Ensure compliance with HIPAA, CMS, payer guidelines, and hospital policies
Identify scheduling issues proactively and escalate concerns appropriately
Provide exceptional customer service to patients, families, providers, and staff

Education and Experience

High school diploma or equivalent required
Previous healthcare scheduling, patient access, medical office, or front desk experience preferred
Minimum of 1–2 years of healthcare experience preferred
Knowledge of insurance verification, prior authorizations, and medical terminology preferred
Experience working with electronic medical records, scheduling platforms, or healthcare software preferred

Knowledge, Skills, & Abilities:

Strong communication and customer service skills
Ability to multitask in a fast-paced healthcare environment
Strong attention to detail and organizational skills
Ability to work independently while collaborating with multiple departments
Knowledge of insurance plans, referrals, and authorization workflows preferred
Ability to maintain confidentiality and professionalism at all times

Licensure & Certifications

None required
Customer service or healthcare access certifications preferred but not required

Safety / Infection Control

Follow all facility safety, HIPAA, infection control, and emergency preparedness policies
Maintain confidentiality of all patient information

Work Conditions

Office and hospital setting
Frequent sitting, standing, computer work, and phone communication
Occasional lifting to 20 pounds
Fast-paced environment requiring multitasking and attention to detail

The above describes the general nature of this position and is not an exhaustive list. Duties may change at any time with or without notice.

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