Medical Outside Scheduler in Tulsa, Oklahoma at LIFE PACE Inc

Help Make Healthcare Easier for the People We Serve

As an Outside Scheduler, you’ll play an important role in helping LIFE PACE participants access the medical care they need outside of our PACE clinic. From scheduling specialty appointments and diagnostic testing to coordinating transportation and following up with healthcare providers, you’ll help make sure every detail is handled accurately and on time.

This is a great opportunity for an organized, detail-oriented professional who enjoys solving problems, communicating with a variety of people, and making a meaningful difference in the lives of older adults.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

The following represents the primary responsibilities of the position but is not intended to be all-inclusive.

• Schedule medical appointments, diagnostic tests, imaging, lab work, and procedures with outside providers including specialists, hospitals, imaging centers, labs and other healthcare providers.
• Verify and confirm appointment details including date, time, location, and preparation instructions from providers’ offices based on participant needs.
• Manage urgent, STAT, and ASAP scheduling requests via phone, email, and internal messaging.
• Coordinate and arrange non-emergency medical transportation and escorts when needed.
• Respond to inbound calls from participants, families, providers, and internal staff regarding appointments and scheduling inquiries.
• Notify participants and/or their authorized representatives of appointment details and any changes.
• Monitor and complete reminder calls to reduce no-shows and confirm appointments with participants.
• Correct scheduling errors and resolve discrepancies identified through reminder calls or participant communication.
• Update authorizations to confirm coverage for services.
• Record appointment information, communication, and follow-ups in the electronic health record (EHR) and other scheduling systems.
• Maintain organized files and logs and ensure accurate, up-to-date scheduling information.
• Monitor and follow-up on referrals, authorizations, and appointment confirmations to ensure completion.
• Reschedule or cancel appointments as needed and communicate changes to all parties.
• Resolve scheduling conflicts and assist in finding the earliest appropriate appointments.
• Maintain accurate documentation and ensure compliance with PACE, state, and federal regulations.
• Provide excellent customer service to participants, families, and healthcare partners while addressing questions and concerns in a professional manner.
• Maintain compliance with HIPAA, state, and federal regulations related to confidentiality and data security.
• Occasionally request and receive medical records from outside providers and facilities in addition to uploading and scanning outside records and documents into the EHR while ensuring accurate indexing.
• Other duties as assigned.

EDUCATION AND EXPERIENCE:

• High school diploma or GED required.
• Minimum 1-2 years of experience in medical scheduling, healthcare administration, or a related field.
• Knowledge of medical terminology, appointment scheduling, and insurance authorization processes.
• Proficiency in EHR systems, scheduling software, and Microsoft Office Suite.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Ability to multitask and prioritize in a fast-paced environment.
• Compassionate, patient-focused approach with the ability to work effectively with older adults.

PHYSICAL REQUIREMENTS: Requires prolonged sitting at a desk and working on a computer. Ability to communicate verbally with an excellent comprehension of the English language.

WORK ENVIRONMENT: The main work environment is an office setting of a non-profit organization providing a variety of services to seniors and their families. The activity level is high and the noise level is moderate. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

LIFE Senior Services and Affiliates is an equal opportunity employer, committed to hiring people who accurately reflect the communities we serve. We appreciate diverse perspectives and do not discriminate on the basis of race, ethnicity, sexual orientation, gender identity, religious belief or disability. If you share our passion for serving the needs of an aging population, we want you to consider joining us at LIFE.