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Clinic Scheduler


  • Welcomes patients and visitors by greeting patients and visitors, in person or on the telephone, answering or referring inquiries.
  • Optimizes patients’ satisfaction, provider time, and treatment room utilization by scheduling appointments in person or by telephone.
  • Keeps patient appointments on schedule by notifying provider of patient’s arrival; reviewing service delivery compared to schedule; reminding provider of service delays.
  • Comforts patients by anticipating patients’ anxieties; answering patients’ questions; maintaining the reception/call center area.
  • Ensures availability of treatment information by filing and retrieving patient records.
  • Maintains patient accounts by obtaining, recording, and updating personal and financial information.
  • Obtains revenue by recording and updating financial information; recording and collecting patient charges; controlling credit extended to patients; filing, collecting, and expediting third-party claims.
  • Protects patients’ rights by maintaining confidentiality of personal and financial information, HIPPA compliancy.
  • Maintains operations by following policies and procedures; reporting needed changes.
  • Other Duties include:
  • E-Fax Management and delivery to appropriate employees.
  • Received Outside Post ops- filed A-Z in appropriate binder.
  • Received Outside H&P, EKG, etc- filed A-Z in appropriate binder.
  • Received Non-Urgent Review- Letters from MDS -filed A-Z in appropriate binder
  • Manage pre-appointment chart notes.
  • o Collect chart notes from referring doctors prior to patient appointment.
  • Manage outbound referrals.
  • o In Management Plus (DLV referred to)- document appropriately
  • o Outbound referral binder
  • Follow up with referring OD’s and MD’s on status of the referral
  • Log all outbound referrals.
  • Follow up to ensure letters are received and reviewed by the Dougherty Laser Vision Clinical Director
  • Follow up to ensure patients return to see Dougherty Laser Vision post-outbound referral
  • Update Shared Drive continuously with new outbound referral log
  • Manage dictation letters for Clinical Director
    • Send letters to referring doctors from referred patients within 24 hours
    • Work directly with Clinical Director to ensure letters are completed and sent for all referred patients
  • Medical Records
    • Manage Medical Records
  • Purge and Store Files within 2 Years
  • Keep Records Tidy & Alphabetized
    • Manage Records Release Forms & handle within 24 hours.
    • Obtain doctor’s signature on all medical release forms.
    • Mail patient medical records as needed.
    • Create, manage, and maintain medical records release log.
  • Taking and posting phone payments to patients accounts.


  • Proven track record in sales with expertise in cold calling and outbound calling techniques.
  • Demonstrated proficiency in written and verbal communication, adept at engaging with individuals across all organizational tiers, including executive leadership.
  • Good customer service aptitude, ensuring client satisfaction and retention.
  • Clear and coherent in both written and verbal communication skills.
  • Proficiency in Microsoft Office suite, facilitating efficient task execution and documentation.
  • Competent in basic computer operations, ensuring smooth navigation and utilization of essential software applications.

Screening Criteria

  • Must have a medical background or medical appointment setting experience
  • Bachelor’s degree in a related field or equivalent combination of education and related work experience.
  • Minimum of two (2) years of experience in Customer Service handling inbound/outbound calls
  • At least one (1) to two (2) years of sales experience.
  • Must have a stable employment history.
Job Category: Healthcare
Job Location: Site Only

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