A Clinical Office Manager manages a clinical office in a hospital or other clinical program. Works with the clinic director and other clinicians. Manages clinic business operations and office administration including scheduling, bookkeeping, billing, patient records, equipment and supply orders.
This individual is responsible for supporting the Office Manager in providing day-to-day leadership and support to the Appointment and Surgery Scheduling Teams. This role serves as a resource for scheduling staff, helps ensure consistent scheduling practices, and supports the efficient management of physician schedules. The Appointment Coordinator will work closely with the Front Office Manager, physicians, clinical staff and ASC management to promote efficient patient flow, maximize appointment availability, and ensure patients have access to care.
Education and Experience:
1. High school diploma or equivalent required; associate or bachelor's degree preferred 2. Two years minimum experience in medical practice 3. Minimum of one year of scheduling experience in a medical office setting preferred 4. Prior leadership or supervisory experience preferred
Essential Skills and Abilities:
1. Strong knowledge of medical terminology, appointment scheduling and clinical workflows 2. Excellent customer service and communication skills, both written and oral 3. Strong organizational skills with attention to detail 4. Ability to multi-task and problem-solve in a fast paced, high-pressure environment 5. Ability to work in a fast-paced, high call volume environment 6. Excellent communication and interpersonal skills 7. Proficiency with electronic health records (EHR) and scheduling systems 8. Ability to maintain professionalism when handling difficult or stressful situations 9. Team oriented work ethic
RESPONSIBILITIES
1. Provide day-to-day guidance, direction and support to the Appointment and Surgery Scheduling Team members 2. Serve as the first point of contact for staff questions, scheduling concerns and day-to-day operational issues 3. Assist with the training and support of the appointment and surgery scheduling teams, setting performance expectations and ensuring adherence to scheduling protocols 4. Monitor staff performance, productivity, accuracy and adherence to established scheduling practices 5. Assist Front Office management with addressing performance concerns and identifying opportunities for staff development 6. Assist Front Office management with maintaining and managing the physicians' schedules, ensuring appropriate appointment allocation based on visit type, urgency and provider preferences 7. Review physician schedules regularly to identify gaps, conflicts, scheduling errors and opportunities for improvement 8. Assist with adjusting schedules when physician availability, clinic needs or operational priorities change 9. Monitor appointment utilization and work with management to identify opportunities to improve access and productivity 10. Help ensure appointment types are schedule appropriately according to physician preferences, department guidelines and patient needs 11. Assist with managing schedule changes, cancellations and overbook requests and other scheduling exceptions 12. Proactively work patients into an already full schedule by identifying opportunities, adjusting time blocks and coordinating with clinical and ASC management 13. Prioritize urgent, same-day, and add-on appointments while minimizing disruption to existing patients 14. Monitor daily and weekly scheduling metrics to maximize provider productivity and patient access 15. Assist management with complex scheduling issues and patient concerns 16. Collaborate with front office management, clinical management and physicians to align scheduling with clinical workflows to maximize efficiency, minimize gaps and reduce patient wait times. 17. Ensure accurate patient information, appointment details and documentation in the scheduling system 18. Assist in the development and implementation of process improvements to enhance scheduling efficiency and patient satisfaction 19. Assist with all appointment/surgery scheduling operations as needed, i.e. answering phones, tasking, referrals, etc. 20. Perform other duties as assigned.
Benefits:
401(k) 401(k) matching Dental insurance Employee discount Health insurance Paid time off
