Job Summary
We are seeking a dynamic and highly organized Operator/Scheduler to join our team! In this vital role, you will coordinate daily operations, manage scheduling tasks, and serve as a key point of contact for internal teams and external partners. Your energetic approach and excellent communication skills will ensure smooth workflow, efficient dispatching, and exceptional service delivery. This position offers an engaging environment where your multitasking abilities and attention to detail will shine, helping us meet operational goals with enthusiasm and precision Customer service oriented, multi-phone ability, schedule new and established patient appointments, complete disability paperwork, and obtain referrals and insurance verifications as needed for appointments. Maintain accurate and full schedule for all providers
EDUCATIONAL REQUIREMENTS:
· High school diploma required
QUALIFICATIONS AND EXPERIENCE:
· Minimum 5 years experience working in a physician’s office, in a receptionist or customer service position.
· Computer literate, with keyboard skills.
· Pleasant speaking voice and demeanor.
· Neat, professional appearance, adhering to Aesthetics dress code
· Knowledge of insurance companies and ability to verify benefits and obtain preauthorization as necessary.
· Ability to prioritize work assignments and daily demands.
· Organizational skills and accurate record-keeping a must.
· Ability to work efficiently under conditions of frequent interruption.
· Strong written and verbal communication skills.
· Ability to operate office equipment such as a computer, copier, fax, credit card machine and ability to learn EMR and manage multiple schedules across multiple systems.
· Ability to work independently with minimal supervision and with initiative to problem-solve.
· Ability to handle multiple tasks maintaining a positive attitude.
RESPONSIBILITIES INCLUDE, BUT ARE NOT LIMITED TO, THE FOLLOWING:
· Answer multi-telephone pleasantly, screen calls, and take accurate messages.
· Screen visitors and respond to routine requests for information.
· Schedule all patient appointments (new consults, follow-ups, and established) for both physicians, injectors and aestheticians.
· Ensure all insurances are taken and insurance is verified ahead of scheduling any appointments
· Maintain physician schedule, such as waiting list for patients, and fill in appointments when patients reschedule. Confirm new appointments one week prior to appointment.
· Reschedule patient appointments in a timely manner (8 business days before appt, whenever possible)
· Schedule procedure appointments for doctors as directed by Medical Assistants..
· Schedule follow-up appointments as patients check out when needed as backup to Front Receptionist.
· Complete Workers’ Compensation and disability forms with accuracy and get physician signature prior to sending out.
· Obtain referrals/authorizations needed for office visits and get appropriate paperwork to Billing Department/Mod Med
· Maintain patient confidentiality.
· Attend all scheduled departmental and staff meetings.
· Adhere to all policies and procedures of Aesthetic Plastic Surgery Associates
· Perform all other tasks and projects assigned by Director
· Maintain neat and professional appearance and adhere to dress code.
TYPICAL PHYSICAL DEMANDS:
- Sitting for prolonged periods of time, frequent stooping, bending, and reaching for files and supplies. Occasionally lifting supplies or files weighing up to 30 pounds
- Position requires manual dexterity sufficient to operate a keyboard, computer, telephone, calculator, copier, and other office equipment as necessary. Vision must be correctable to 20/20 and hearing must be in the normal range for telephone contact.
- Position requires viewing computer screens for prolonged periods of time and working in an environment which can sometimes be stressful.
TYPICAL WORKING CONDITIONS:
Work involves frequent contact with patients and may become stressful at times. Interaction with others is constant and interruptive. Contact involves possibly dealing with sick people.
PERFORMANCE STANDARDS
Operator/Scheduler
1. All Patients are greeted with a smile and a pleasant greeting, and are treated in a cordial and professional manner.
2. All appointments are made following physician instructions and established scheduling protocol with 100% accuracy.
3. Scheduler desk and phones are never left unoccupied during business hours.
4. All patient waiting lists are monitored and patients are given appointments as efficiently as possible.
5. KLARA is maintained and monitored at all times.
- Manage multi-line phone systems, ensuring prompt and professional communication with clients, vendors, and team members
- Schedule appointments, service calls, or deliveries efficiently to optimize resource utilization
- Maintain accurate data entry records related to scheduling, dispatching, and operational activities
- Provide front desk support by greeting visitors, answering inquiries, and directing calls with courteous phone etiquette
- Coordinate with field teams for dispatching tasks, ensuring timely response to service requests or operational needs
- Support administrative functions by preparing reports, updating logs, and managing documentation related to daily operations
- Assist in clerical tasks such as filing, photocopying, and maintaining organized records to ensure seamless workflow
Requirements
- Proven clerical experience with strong data entry skills and familiarity with administrative procedures
- Excellent communication skills in multiple languages; bilingual abilities are highly valued
- Experience handling multi-line phone systems with professional phone etiquette
- Strong organizational skills with the ability to prioritize tasks efficiently in a fast-paced environment
- Previous front desk or dispatching experience is preferred; familiarity with scheduling software is a plus
- Typing proficiency for accurate data entry and record keeping
- Ability to work well independently as well as part of a team in a busy setting
Join us and be part of an energetic team dedicated to operational excellence! We value proactive individuals who thrive on multitasking and delivering exceptional service every day. This is an exciting opportunity to develop your administrative skills while contributing to a vibrant work environment.
Pay: $21.00 - $22.50 per hour
Benefits:
- Employee discount
- Free parking
- On-the-job training
- Paid time off
- Professional development assistance
Work Location: In person
