Appointment Scheduler at EveryAge – Wilmington, North Carolina

Job Title: Appointment Scheduler

Location: Wilmington, NC
Organization: Elderhaus
Status: Full‑Time (Daytime Schedule)

About the Role

EveryAge PACE is seeking a detail‑oriented and compassionate Appointment Scheduler to support our interdisciplinary care team. In this role, you will manage and coordinate external medical appointments for our participants, ensuring timely scheduling, accurate documentation, and seamless communication across providers, care managers, and internal departments.

This position plays a vital role in supporting the health, dignity, and quality of life of the frail and elderly population we serve.

Key Responsibilities

• Schedule and manage external medical appointments upon approved provider requests
• Coordinate referrals, authorizations, and required supporting documentation
• Maintain accurate appointment records within participant medical charts and scheduling systems
• Prepare and distribute daily, weekly, and upcoming appointment schedules
• Communicate appointment details, changes, cancellations, and special needs to RN Care Managers and Clinic Supervisor
• Obtain and distribute progress notes and exam reports from external providers
• Facilitate weekly interdepartmental appointment review meetings
• Track appointment trends (e.g., cancellations) and report findings to care managers
• Coordinate bi‑monthly onsite podiatry clinics
• Assist with billing or contract issues related to appointment scheduling
• Support quality improvement initiatives related to scheduling processes
• Provide clear appointment reminders to participants and caregivers
• Promote participant rights, confidentiality (HIPAA), and organizational values

Qualifications & Requirements

Education

• High school diploma or equivalent required
• Some college or business school coursework strongly preferred

Experience

• Minimum of 2 years of clerical or business experience (healthcare experience preferred)
• At least 1 year working with frail or elderly populations preferred
• Proficiency with computers, email, scheduling systems, and office equipment

Skills & Abilities

• Strong organization, attention to detail, and time‑management skills
• Clear verbal and written communication with proper grammar and spelling
• Ability to manage multiple priorities with minimal supervision
• Calm and professional demeanor in fast‑paced or stressful situations
• Ability to collaborate effectively with clinical and administrative teams

Other Requirements

• Minimum age of 18
• Valid driver’s license, auto insurance, and reliable transportation
• Ability to meet organizational insurance requirements
• Medical clearance and up‑to‑date immunizations prior to participant contact

Work Environment & Physical Requirements

• Office‑based clinical environment with moderate noise and activity
• Requires standing, walking, and occasional lifting up to 20 lbs
• Ability to work under time pressure and meet appointment deadlines
• Corrected vision and hearing sufficient for communication and computer work

Benefits:

• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Health savings account
• Paid orientation
• Paid time off
• Paid training
• Retirement plan
• Vision/dental insurance

Work Location: In person