Patient Scheduling Representative

Job Summary

The Patient Scheduling Representative is responsible for scheduling office and procedural appointments as directed by referrals, physician orders, or patient requests. This role supports both new and established patients and plays a critical role in a team-centered approach to ensuring efficient, accurate, and timely scheduling of patient appointments across clinical and procedural settings.

• Excellent paid time off for a healthy work/life balance.
• We’ve got your future in mind! With our generous 401(k) plan, we’ll help you grow your nest egg with an employer match that makes saving for retirement even sweeter.
• Looking to further your education? We want to help! We offer education reimbursement opportunities, with generous annual support based on your employment status.
• Internal growth opportunities. We want to aide in your training and development.
• Competitive health and supplemental benefits; with FSA and HSA options.
• Love where you work? Spread the word! Refer a friend who’d be a great fit for One GI® and earn a special bonus when they join the team!

• Schedule office visits and procedural appointments using physician-defined parameters and preferences.
• Update and maintain referral, demographic, and insurance information in the practice management system.
• Evaluate referrals and direct messages according to physician preferences and practice guidelines, initiating patient contact within 24–48 hours of receipt.
• Make informed decisions regarding safe procedure preparation and scheduling based on physician preferences.
• Select and communicate appropriate preparation instructions to patients, providing verbal education to supplement written materials.
• Call preparation prescriptions into pharmacies when patients are unable to receive prescriptions by mail.
• Communicate special appointment requirements and follow-up needs to clinical and/or endoscopy staff (e.g., anticoagulant/antiplatelet instructions, ICD instructions).
• Provide patients with required forms, educational materials, and appointment instructions.
• Clearly and accurately document patient interactions, education, and communications in the medical record.
• Notify referring providers of scheduled appointments or inability to schedule patients when applicable.
• Communicate operational issues, scheduling conflicts, or referral concerns to the Scheduling Manager, Endoscopy Manager, or Clinic Manager as needed.
• Monitor waitlists and reports for follow-up appointments after clinic and endoscopy visits.
• Monitor patient portals and reminder systems for incoming communications and required actions.
• Assist in optimizing physician and extender schedules by monitoring appointment utilization and condensing schedules when appropriate.
• Manage central scheduling tasks, including portal inbox messages and assigned scheduling work queues.
• Process hospital-related scheduling requests, contact patients for follow-up appointments, and route clinical follow-up information to appropriate clinical team members.
• Track and manage specialty clearances including cardiac, pulmonary, blood thinner, neurology, and urology clearances to support timely patient care.

This position includes scheduling for specialized procedures, including but not limited to: BRAVO, CAP, EMR, ERCP, ESD, EUS, FMT, PEG, PNE, and hospital-based appointments.

• Previous healthcare scheduling or medical office experience preferred
• Strong attention to detail and organizational skills
• Ability to manage multiple priorities in a fast-paced environment
• Excellent communication and customer service skills
• Familiarity with practice management and electronic medical record systems preferred