Scheduling Specialist- Heart & Vascular

Scheduling Specialist at Heart & Vascular

Benefits
: health insurance, 401(k), licensure/certification reimbursement, tuition reimbursement, and student loan assistance for eligible roles.

The Scheduling Specialist is responsible for managing and optimizing the scheduling process for patients and physician offices within the hospital or medical facility. This role involves coordinating appointments, procedures, and treatments across departments to ensure efficient utilization of resources and high‑quality patient care. The Scheduling Specialist serves as a key liaison between patients, medical staff, and administrative teams, ensuring timely and accurate scheduling while providing excellent customer service.

• Schedules patient appointments for consultations, tests, procedures, and follow‑ups, ensuring proper allocation of time and resources.
• Notifies patients of appointment confirmations, cancellations, or reschedules, providing necessary information and instructions, ensuring a high level of patient satisfaction.
• Accurately enters and updates patient information into the electronic health records (EHR) or scheduling system.
• Works closely with medical staff to align patient appointments with clinical priorities and optimize provider schedules.
• Tracks and manages patient cancellations and no‑shows, ensuring timely rescheduling and minimizing disruptions.
• Provides general administrative assistance, including answering calls, managing patient referrals, and coordinating patient files.
• Receives orders from the Order Facilitator and reviews them to ensure the orders are valid and complete.
• Asks patients the necessary questions for specific tests and provides the required procedure preparation or instructions.
• Prioritizes work efficiently, including processing STAT orders promptly.
• Notifies ordering offices if unable to contract their patient to schedule procedures.
• Offers alternative scheduling options when needed to accommodate patient preferences and medical needs.
• Communicates with physicians, nurses, and other medical professionals to ensure appointments are properly scheduled based on clinical priorities and patient needs.
• Performs other duties as assigned.
• Maintains regular and reliable attendance.
• Complies with all policies and standards.

• Associate Degree or certification in Healthcare Administration, Medical Office Administration, or a related field preferred.
• 0-2 years of experience in medical scheduling, administrative support, or customer service preferred.
• 0-2 years of experience with electronic medical record (EMR) systems, scheduling software, or medical front desk operations preferred.

• Strong knowledge of appointment scheduling, patient flow management, and administrative procedures.
• Strong organizational and time‑management skills with the ability to handle multiple tasks and deadlines.
• Excellent verbal and written communication skills to effectively interact with patients, medical staff, and administrative teams.
• High attention to detail and accuracy, particularly in data entry and record‑keeping.
• Ability to work in a fast‑paced environment while maintaining a calm, professional demeanor.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and hospital scheduling or EHR software.
• Knowledge of medical terminology is a plus.

This position is not eligible for immigration sponsorship now or in the future. Applicants must be authorized to work in the U.S. for an employer.