Job Description

Position Overview

The Appointment Scheduler is responsible for managing and coordinating appointments for residents by collaborating with facilities, healthcare providers, and transportation services. This role ensures timely and accurate scheduling to meet residents' needs while adhering to organizational procedures and guidelines.

Key Responsibilities

1. Intake and Review:
   • Receive intake forms from the facility via Zoho Desk or Admissions.
   • Review the forms to assess appointment scheduling requirements, referencing the Appointment Scheduling Cheat Sheet.
2. Facility Coordination:
   • Communicate with the facility team to confirm mode of transport and payment terms if adjustments are needed.
3. Appointment Scheduling:
   • Contact the doctors office to schedule appointments based on requested timeframe, specialty, and proximity.
   • Request and submit scripts from the facility to the doctors office as required.
4. Order Management:
   • Place scheduled appointments as orders in MOVI.
   • Record appointments in PCC and update the residents PCC calendar accordingly.
5. Family Notification:
   • Notify residents' families of the scheduled appointment details.
6. Transportation Coordination:
   • Submit transportation insurance forms via MOVI.
   • Collaborate with dispatchers to resolve scheduling conflicts or issues such as double bookings, delays, or urgent requests.
7. Rescheduling and Adjustments:
   • Manage rescheduling of missed appointments and coordinate with doctors offices for grace periods when necessary.

Qualifications

• High school diploma or equivalent; additional certification in office administration or healthcare is a plus.
• Strong organizational and time-management skills.
• Proficient in using scheduling and management software (e.g., Zoho Desk, MOVI, PCC).
• Excellent communication and interpersonal skills.
• Ability to handle multiple tasks and adapt to changing priorities.
• Familiarity with healthcare scheduling and transportation coordination is preferred.

Key Competencies

• Attention to detail
• Problem-solving skills
• Effective coordination and teamwork
• Customer service orientation
• Familiarity with medical terminology and insurance processes

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