Scheduling Specialist at Medical Equation, Inc. – Austin, Texas

Reports to: Client Services Director

Direct Reports: None

FLSA: Hourly, Non-Exempt

General Summary: The Scheduling Specialist is responsible for creating the initial client retainer. They will manage all aspects of scheduling for expert witnesses including but not limited to: phone calls, testimonies, hearings, depositions, and trials.

Essential Functions

• Schedule the expert witnesses for phone calls, testimonies, Workers’ Compensation Contested Case Hearing (CCHs), depositions, Insurance Medical Examinations (IMEs), and trials
• Create retainers for customers
• Follow up with customers regarding retainer payments
• Providing and requesting information as needed to support the scheduling processes
• Successfully communicate information accurately and timely with all parties involved in the scheduling process by various means, including but not limited to: phone, e-mail, and fax
• Assists team members in finding solutions to problems and ensure information flows between teams, raising concerns to the Department Manager as needed
• Maintain professionalism and adhere to all Medical Equation policies
• Additional duties, responsibilities and projects as assigned

Required Experience

• Demonstrated experience communicating effectively and providing expert-level customer service
• Proficient in Microsoft Suite
• Experience in scheduling

Education

• A high school diploma or equivalent.

Competencies

• Customer Service - Commitment to delivering high quality service by adjusting priorities, anticipating next steps, meeting client needs, and continuously striving to ensure their satisfaction.
• Communication - Actively listens and provides regular, consistent, and meaningful information and expresses the message effectively by organizing and delivering information appropriately.
• Organization - Determines priorities, schedules activities allocating and using resources effectively and efficiently.
• Detail-Oriented - Achieves thoroughness and accuracy when accomplishing a task through concern for all the areas involved with the ability to verify the correctness or error in each individual part of procedure.
• Time Management - Manages time by prioritizing and organizing workload to achieve maximum productivity and adjusting as situations change.
• Problem-Solving - Resolves problems by identifying the information needed, considering multiple sides of the issue, and creating a logical approach for an appropriate solution.
• Critical Thinking - Uses logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Teamwork - Promotes and facilitates cooperation and commitment within a team and across teams to achieve goals and deliverables.
• Positive Attitude - Has a willingness to learn with a "can-do" mindset.
• Discretion - Is able to be discreet and maintain the security of customer and company information.

Work Environment

This job operates in a professional office environment. This is largely a sedentary role. The role routinely uses standard office equipment such as computers, phones, and photocopiers.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to stand, walk, use hands to finger, handle or feel, and reach with hands and arms. The position requires the ability to occasionally lift office products and supplies, up to ten (10) pounds.

Travel

This role does not require travel.

Equal opportunity

Medical Equation is an equal opportunity employer that is committed to inclusion and diversity. We take affirmative action to ensure equal opportunity for all applicants and employees without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or other legally protected characteristics.

Disclaimer:

This job description does not necessarily include every responsibility, requirement, skill, or working condition associated with this role. This description is intended to reflect the role currently and management will revise the role, as needed, and may require that different tasks be performed, in order to meet the needs of the business.