Scheduler at Gastromed, LLC – Coral Gables, Florida

JOB TITLE: Scheduler

REPORTS TO: Practice Manager

FLSA STATUS: Non-Exempt

JOB SUMMARY:

The Scheduler will coordinate patient appointments, provider schedules, and administrative tasks to ensure efficient workflow. The Scheduler will serve as the primary point of contact for scheduling-related inquiries and will work closely with patients, providers, and office staff to optimize daily

operations.

QUALIFICATIONS/EDUCATION:

• High School Diploma or equivalent required.
• Bi-lingual English/Spanish required; must be able to read, write and speak English, to communicate effectively with patients and staff.
• 1-2 years of related experience in a medical setting preferred.
• Strong people skills.
• Excellent communication skills, including verbal with proper grammar.
• Data entry skills.
• Attention to detail.
• Strong organizational skills and ability to multi-task effectively.
• Demonstrates skill in the use of personal computers, various programs, and applications required to competently execute job duties. Internet, document with Electronic Health Records and/or authorization system with minimal typing/spelling errors, send e-faxes and email.

CERTIFICATIONS/LICENSES:

ABILITIES/SKILLS:

• Basic computer skills to be able to recognize and understand our EMR System.
• Excellent communication, Customer Service, and telephone skills.
• Strong organizational skills and ability to multi-task effectively.
• Must be able to work independently with minimal supervision in a fast-paced environment.
• Able to respect and maintain patient confidentiality at all times and comply with HIPAA Regulations.
• Must be dependable and conduct him/herself in a professional manner.
• Demonstrates skill in the use of personal computers, various programs, and applications required to competently execute job duties.
• Must be able to follow policies and procedures.

SUPERVISORY RESPONSIBILITIES:

N/A

ESSENTIAL DUTIES/ RESPONSIBILITIES:

• Schedule patient appointments, procedures, and follow-ups based on provider availability and office guidelines.
• Manage appointment confirmations, cancellations, and rescheduling to minimize no-shows and optimize efficiency.
• Verify patient insurance and eligibility before scheduling procedures, ensuring compliance with office policies.
• Maintain and update provider schedules to coordinate clinic operations effectively.
• Communicate appointment details, preparation instructions, and necessary documentation to patients.
• Work closely with medical assistants, nurses, and front office staff to ensure seamless scheduling and coordination of care.
• Address scheduling conflicts and troubleshoot issues to avoid disruptions in patient care.
• Document scheduling activities accurately in the electronic medical record (EMR) system.
• Answer incoming calls professionally using the assigned telephone script, ensuring timely and courteous communication.
• Monitor call hold times and queue length to meet performance goals.
• Assist patients with general inquiries without unnecessary call transfers and ensure their concerns are addressed.
• Follow up on patient calls as needed before the end of the day.
• Provide accurate information about practice policies, accepted insurance plans, and referral requirements.
• Monitor and process incoming appointment and medical record requests via email and fax.
• Ensure all activities comply with HIPAA and company policies while maintaining professionalism and courtesy.
• Perform other duties as assigned.
  
  We offer a competitive salary; Employee Health Insurance is covered at 100%. We also offer Dental, Vision, Life, and 401k Benefits.