Remote Appointment Coordinator

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Arlington
- Call Center, Greenville, NC, US

9 days ago Requisition

Department:
Operations
Position Type:

Part-Time / PRN

Reports To:

Operations Supervisor, Operations Manager
FLSA:

Non-Exempt

The PRN Appointment Coordinator is responsible for providing timely, professional, and courteous telephone support to patients and callers of a large multispecialty healthcare practice. This position serves as an important first point of contact and is responsible for efficiently managing a high volume of incoming calls while maintaining a strong commitment to customer service, accuracy, and patient confidentiality.

The Appointment Coordinator must be able to quickly identify the caller’s needs, obtain and accurately document essential information, and route or elevate calls appropriately. The ideal candidate is calm under pressure, highly organized, dependable, and able to maintain a positive patient experience while working in a fast-paced environment.

• Answer a high volume of incoming calls promptly and professionally.
• Minimize hold times and handle calls efficiently without sacrificing accuracy or customer service.
• Obtain and accurately document:
• Reason for the call and specific needs
• Other information necessary to appropriately route the call
• Determine the appropriate department, specialty, staff member, or workflow for each call.
• Transfer or route calls accurately and efficiently.
• Create clear and complete telephone messages when the caller cannot be immediately connected with the appropriate staff member.
• Prioritize urgent or time-sensitive calls according to established practice protocols.
• Avoid unnecessary transfers and ensure the caller is directed to the appropriate resource whenever possible.
• Follow established workflows for calls involving appointments, referrals, prescription requests, medical questions, billing, records, portal assistance, and other patient needs.
• Escalate calls appropriately when the request falls outside the Call Specialist’s scope of responsibility.

• Provide a consistently positive, professional, and compassionate patient experience.
• Demonstrate patience and courtesy with every caller, including those who may be upset, frustrated, or anxious.
• Listen carefully and demonstrate an understanding of the caller’s needs before ending the call.
• Communicate clearly and professionally while maintaining an efficient pace.
• Take ownership of the caller’s needs and avoid unnecessarily sending patients from department to department.
• Maintain a calm and professional demeanor during periods of exceptionally high call volume.

• Accurately enter caller information and telephone messages into the appropriate system.
• Verify patient identifiers and contact information according to practice policy.
• Ensure messages contain sufficient information for the receiving staff member to appropriately respond.
• Maintain strict confidentiality and comply with HIPAA and all applicable privacy and security requirements.
• Follow established practice policies, procedures, and communication standards.

• Work collaboratively with Operations, clinical departments, department scheduling staff, and other practice personnel.
• Maintain awareness of practice specialties, locations, and common patient service needs.
• Communicate recurring call issues, workflow problems, or patient concerns to the appropriate supervisor.
• Maintain dependable attendance and availability consistent with PRN scheduling…