Fast-paced phones, meaningful conversations, and making a difference daily—step into a vital role as a Primary Care Scheduler
Schedule: M-F, 8:00am-4:30pm
As a Primary Care Scheduler, you’ll play a vital role in supporting our clients' access to quality primary care services. As the first voice many of our clients hear, you’ll help create a welcoming experience—ensuring appointments are scheduled accurately across several locations, client information is up to date, and communication flows seamlessly between clinical and administrative teams--all while delivering exceptional customer service.
This is a great opportunity for someone who is highly organized, comfortable in a fast-paced environment, and passionate about helping others access essential healthcare. Your attention to detail and communication skills will help patients feel supported and confident in their care journey.
Key Responsibilities
- Manage high volume incoming calls to schedule, reschedule, or coordinate new patient appointments
- Schedule for multiple primary care providers across various locations
- Return voicemail messages promptly—within 15 minutes or by end of business day
- Verify and update patient information including contact details, insurance, and registration status
- Inform patients of required items for their visit (ID, insurance cards, co-pays, medications, immunization records, paperwork)
- Ensure parents or legal guardians are present for required appointments
- Assist with triaging appointment urgency in collaboration with nurses or providers
- Schedule interpreter services as needed and notify appropriate staff
- Run insurance eligibility checks and enter relevant data into the EHR
- Follow up with patients who missed their appointment to assist with rescheduling
- Monitor appointment schedules for accuracy and backfill cancellations when possible
- Manage appointment communications through Phreesia software
- Maintain up-to-date knowledge of provider schedules and clinic processes
- Collaborate with front desk and clinic staff to ensure a seamless patient experience
- Attend team meetings and maintain professionalism in all interactions
- Maintain strict confidentiality and adhere to all HIPAA regulations
Education, Requirements, Skills, Knowledge and Expertise
• High School/GED preferred
Work Experience / Training / Additional Requirements:
• Experience with multi-line phone systems preferred
• Medical office experience preferred but not required
• May require travel for initial training
You’ll Be A Great Fit for This Role if You:
- Enjoy creating a welcoming, organized experience for patients
- Communicate clearly and with empathy, especially over the phone
- Are skilled at juggling multiple systems and screens
- Take initiative and thrive in a detail-oriented, fast-moving environment
- Value being part of a collaborative, mission-driven team
- Understand the importance of confidentiality and patient privacy
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