Medical Office Assistant

Supv. Scheduling Operations

Supervises and coordinates the daily operations of the scheduling support team to maximize patient access, provider productivity, customer service, and operational efficiency. Oversees scheduling, pre-registration, insurance verification, referrals, authorizations, and demographic accuracy while ensuring compliance with organizational policies and procedures. Provides leadership, training, and coaching to staff on scheduling systems, customer service, billing practices, payer requirements, and patient financial processes to support high-quality patient care and business operations.

Education and Experience

Required:

Degree (Associate's or Bachelor's) and two (2) years' work experience in scheduling operations, workforce management, customer service, call center operations, or healthcare scheduling.

Certifications, Licenses or Registration required:

N/A

Knowledge of office administration, healthcare scheduling procedures, medical terminology, and CPT/HCPCS and ICD-10 coding principles. Strong verbal, written, interpersonal, organizational, and problem-solving skills with the ability to communicate effectively and work collaboratively in a team environment. Proficient in Microsoft Office, practice management, and electronic health record (EHR) systems. Ability to accurately verify and maintain patient information, manage multiple priorities, maintain confidentiality, and provide excellent customer service.

Working knowledge of insurance, referrals, authorizations, and patient registration processes is preferred. Basic accounting skills are a plus.

Responsibilities:

• Supervises the daily operations of the scheduling team to ensure timely, accurate scheduling, registration, and pre-registration processes.
• Oversees staff training and competency in scheduling software, registration procedures, insurance verification, referrals, authorizations, and organizational policies.
• Monitors the accuracy and completeness of patient demographics, insurance information, referrals, and required documentation to ensure compliance with organizational standards.
• Ensures patient eligibility, insurance verification, referrals, and authorizations are completed prior to scheduled services and facilitates referrals to financial counseling when appropriate.
• Coaches and develops staff to deliver exceptional customer service while fostering a positive, patient-centered environment.
• Monitors team performance, identifies opportunities for improvement, and implements process enhancements to improve patient access, operational efficiency, and provider productivity.
• Serves as a resource for staff by resolving scheduling issues, patient concerns, and operational challenges while collaborating with providers and other departments.
• Maintains current knowledge of scheduling systems, payer requirements, healthcare regulations, and organizational policies and ensures staff remain informed through ongoing education and training.
• Prepares reports, monitors quality and performance metrics, and supports departmental goals and continuous improvement initiatives.
• The duties listed are general in nature and are examples of the duties and responsibilities performed and are not meant to be construed as exclusive or all-inclusive. Management retains the right to add or change duties at any time.

Requires occasional exposure to unpleasant or disagreeable physical environment such as high noise level and exposure to heat and cold, occasional working hours significantly beyond regularly scheduled hours, occasional activities subject to significant volume changes of a seasonal/clinical nature, frequent work produced subject to precise measures of quantity and quality, occasional bending, occasional lifting and carrying up to 25 pounds, occasional crouching/stooping, occasional kneeling, occasional pushing/pulling, occasional reaching, frequent sitting, frequent standing, occasional twisting, and constant walking.

(occasional-up to 20%, frequent-from 21% to 50%, constant-51% or more)

Full time

Yes

Salary

100

Day

No

09/28/2026