Scheduling Support Clerk

Description

Now Hiring a Senior Center Specialist!

PART-TIME

The Scheduling Support Clerk provides administrative and scheduling support to the LIFE PACE Scheduling and Medical Records team. This position serves as a central point of communication for inbound scheduling calls, appointment coordination, urgent scheduling requests, appointment changes, and scheduling follow-up tasks.

The Scheduling Support Coordinator helps ensure efficient workflow operations by reducing interruptions to the primary schedulers, allowing them to focus on order processing and participant scheduling. This role requires strong organizational skills, attention to detail, professionalism, and the ability to manage multiple priorities in a fast-paced healthcare environment.

The following duties represent the primary responsibilities of the position but are not intended to be all-inclusive:

• Answers inbound calls related to participant scheduling, authorizations, appointment coordination, and general scheduling inquiries.
• Coordinates appointments requested by outside physician offices, hospitals, specialty providers, and other healthcare partners.
• Processes urgent and STAT/ASAP scheduling requests received through phone calls, emails, messages, or other communication methods.
• Reschedules, cancels, and updates appointments as needed.
• Corrects scheduling errors identified through reminder calls or participant communication.
• Updates participant demographic information, including address changes, as appropriate.
• Assists with appointment reminder calls and participant scheduling follow-up.
• Uploads and processes assigned documentation into the electronic medical record (EMR/EHR) system.
• Assists with faxing, scanning, and distribution of scheduling-related documents and communications.
• Maintains accurate scheduling information and ensures data integrity within scheduling systems.
• Communicates professionally and effectively with participants, families, providers, interdisciplinary team members, and outside offices.
• Assists in reducing workflow interruptions for scheduling staff by managing incoming administrative tasks and communication.
• Maintains confidentiality of participant information in accordance with HIPAA and organizational policies.
• Participates in departmental meetings, trainings, and process improvement initiatives as assigned.
• Supports departmental operations and performs additional duties as assigned.

Requirements

EDUCATION AND EXPERIENCE:

• High School diploma or equivalent required.
• Minimum of one (1) year experience in a medical office, healthcare scheduling, call center, or administrative support role preferred.
• Experience working with electronic medical records (EMR/EHR) systems preferred.
• Experience working with older adults or within a healthcare setting preferred.

PHYSICAL REQUIREMENTS:

Requires frequent sitting, typing, speaking, hearing, and use of office equipment. Occasional standing, walking, bending, and reaching may be required. Must be able to communicate effectively in English.

WORK ENVIRONMENT:

The main work environment is an office setting of a non-profit organization providing a variety of services to seniors and their families. The activity level is high and the noise level is moderate. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.