Summary: The Scheduling Coordinator is responsible for coordinating, scheduling, and monitoring participant appointments, transportation services, specialty referrals, and other care-related activities to ensure timely access to services. This position serves as a central communication point between participants, caregivers, providers, transportation staff, and the Interdisciplinary Team (IDT). .
Position Summary
The Scheduling Coordinator is responsible for coordinating, scheduling, and monitoring participant appointments, transportation services, specialty referrals, and other care-related activities to ensure timely access to services. This position serves as a central communication point between participants, caregivers, providers, transportation staff, and the Interdisciplinary Team (IDT).
Essential Duties and Responsibilities
Schedule participant appointments with primary care providers, specialists, hospitals, diagnostic centers, and ancillary service providers.
Coordinate transportation arrangements for medical appointments and PACE-related services.
Communicate appointment details to participants, caregivers, transportation staff, and appropriate team members.
Monitor appointment schedules and make necessary adjustments due to cancellations, provider availability, or participant needs.
Track referrals and ensure timely scheduling of specialty services.
Maintain accurate scheduling records within the electronic medical record (EMR) and other designated systems.
Confirm appointments and follow up regarding missed or canceled visits.
Collaborate with the IDT to support participant care plans and service coordination.
Assist with obtaining medical records, appointment reports, and provider documentation when needed.
Prepare and distribute daily, weekly, and monthly scheduling reports.
Ensure compliance with PACE, CMS, DHCS, HIPAA, and organizational policies.
Provide excellent customer service to participants, caregivers, providers, and staff.
Qualifications
Education
High school diploma or equivalent required.
Associate degree in healthcare administration, business, or related field preferred.
Experience
Minimum one (1) year of scheduling, medical office, healthcare coordination, or customer service experience required.
Experience in a PACE program, medical clinic, health plan, or senior care environment preferred.
Knowledge, Skills, and Abilities
Knowledge of medical terminology and healthcare scheduling practices.
Strong organizational and time-management skills.
Ability to manage multiple priorities and deadlines.
Excellent verbal and written communication skills.
Proficiency in Microsoft Office applications, including Outlook, Word, and Excel.
Ability to maintain confidentiality and comply with HIPAA requirements.
Bilingual English/Spanish preferred.
Physical Requirements
Prolonged periods of sitting, standing, and computer use.
Ability to occasionally lift up to 20 pounds.
Ability to communicate effectively in person and by telephone.
Working Conditions
Office-based environment with frequent interaction with participants, caregivers, providers, and staff.
May require occasional flexibility in schedule to accommodate operational needs.
Key Performance Indicators (KPIs)
Appointment scheduling accuracy.
Referral turnaround times.
Transportation coordination accuracy.
Reduced missed appointments (no-shows).
Timely documentation and record maintenance.
Participant satisfaction.
Responsible for coordinating appointments with contracted specialists such as ophthalmology, nephrology, audiology, podiatry, and hospital services, since that's a major part of your operation.
Performs all duties as assigned.
Pay: $22.00 - $24.00 per hour
Work Location: In person
