Appointment Scheduler / Referral Coordinator

Appointment Scheduler / Referral Coordinator Southlake, TX Job Details Full-time 6 hours ago Qualifications Collaborate with healthcare professionals Patient flow optimization Insurance verification Electronic health records (EHR) management Phone communication Mid-level Medical scheduling Administrative experience High school diploma or GED Medical administrative support Organizational skills Computer skills Patient interaction Patient charting Managing patient records Care coordination Referral coordination Communication skills Time management Client interaction via phone calls Full Job Description Position Summary The Appointment Scheduler is responsible for coordinating and scheduling clinical exams, audiology services (including hearing evaluations, hearing aid consultations, device fittings), and follow-up appointments. This position serves as the first point of contact for many patients and plays a key role in ensuring efficient clinic flow, accurate scheduling, and a positive patient experience. The scheduler must demonstrate strong organizational skills, attention to detail, and the ability to communicate effectively with patients, audiologists, physicians, and clinical staff. Key Responsibilities Scheduling & Patient Coordination Clinical Exam Scheduling with Providers Schedule audiology appointments including: hearing evaluations hearing aid consultations hearing aid fittings and adjustments hearing aid checks tinnitus evaluations follow-up visits Coordinate appointments with ENT physicians when combined visits are required. Ensure appropriate appointment types and time slots are used based on the service requested. Confirm patient eligibility and appointment readiness before scheduling. Insurance Verification Collect and verify patient demographic and insurance information at the time of scheduling. Confirm that insurance information in the system is current and accurate. Inform patients of any referral or authorization requirements prior to the visit. Communicate potential out-of-pocket costs when applicable. Patient Communication Answer incoming calls and respond to patient inquiries. Provide clear instructions to patients regarding appointment preparation. Confirm appointments and assist with rescheduling or cancellations. Maintain a courteous, professional, and patient-centered approach at all times. Administrative Support Enter and maintain accurate patient information in the electronic medical record system (e.g., eCW). Document scheduling notes and relevant patient information. Work closely with audiologists and clinical staff to manage schedule changes. Assist with managing waitlists and optimizing provider schedules. Qualifications Education High school diploma or equivalent required. Experience Prior experience in medical scheduling, healthcare administration, or audiology/ENT practice preferred. Familiarity with electronic medical records (EMR), preferably eClinicalWorks (eCW), preferred. Skills & Competencies Strong organizational and time management skills Excellent customer service and communication skills Ability to multitask in a fast-paced medical environment Attention to detail and accuracy Knowledge of insurance verification and referrals preferred Ability to work collaboratively with clinical and administrative teams Physical Requirements Prolonged periods of sitting, phone use, and computer work Ability to handle a high volume of calls and scheduling tasks Work Environment This position operates in a busy outpatient ENT and audiology practice where professionalism, efficiency, and patient-centered care are essential.