Scheduling Coordinator; IN-OFFICE

ONLY THOSE WHO LIVE LOCAL TO ROCKFORD, IL WILL BE CONSIDERED At Exam Works, we pride ourselves on delivering exceptional service through teamwork, attention to detail, and a commitment to helping others. We're looking for a highly organized Scheduling Coordinator who thrives in a fast-paced environment and enjoys balancing multiple priorities while providing outstanding customer service.

If you're a natural problem-solver, enjoy coordinating moving pieces, and find satisfaction in creating a smooth experience for clients and customers alike, we'd love to connect with you.

This is an in-office position based at 1252 Bell Valley Road, Suite 210, Rockford, IL 61108, with a schedule of Monday through Friday, 8:00am-4:30pm or 8:30am-5:00pm CST.To set you up for success, you'll complete a minimum of one month of on-site training. Once you've demonstrated proficiency in all required processes and can independently manage your workload with accuracy and efficiency, you'll be eligible to work remotely up to four weekdays per week.

What You'll DoAs a Scheduling Coordinator, you'll play a key role in coordinating appointments between clients, physicians, and examinees. You'll ensure provider specialty and geographic requirements are met, secure appointment availability, and arrange any necessary ancillary services to support a seamless scheduling process. Your organizational skills, sense of urgency, and customer-focused approach will help ensure every appointment is handled accurately and efficiently.

Job Functions Schedule examinations through the system database.

Schedule and confirm appointment dates and times with physicians’ offices.

Communicate with clients regarding appointment scheduling, physician CV’s, appointment changes, no shows, cancellations, and receipt of medical records and/or images.

Confirm receipt of records for record review referrals.

Prepare and send exam notification letters daily.

Communicate with physicians, clients and or examinees.

Submit client invoice and/or issues to accounting if charges are incurred.

Ensure prompt pre-payment for services issued when required.

Coordinate ancillary services such as interpretation, chaperones, transportation, and or exam site rentals when needed.

Respond to requests for report status and/or information.

Provide support to other offices as needed.

Arrange lodging and or transportation for out-of-town examinees.

Process mail, deliveries and shipments as needed.

Participate in various educational and or training activities as required.

Perform other duties as assigned.

High school diploma or equivalent required.

Minimum one year customer-service experience; or equivalent combination of education and experience preferred.

Must possess complete knowledge of general computer, fax, copier, scanner, and telephone.

Must be knowledgeable of multiple software programs, including but not limited to Microsoft Word, Outlook, Excel, and the Internet.

Must have ability to be trained on and adhere to HIPAA regulations and compliance standards.

Ability to follow instructions and respond to managements’ directions accurately.

Must demonstrate accuracy, thoroughness, and responsibility for quality of work, and ability to take initiative to identify improvements. Looks for ways to improve and promote quality and monitors own work to ensure quality is met.

Must demonstrate exceptional communication skills.

Must be able to work independently, prioritize work activities and use time efficiently.

Must be able to maintain confidentiality.

Ability to follow all company policies and procedures in effect at time of hire and as they may change or be added from time to time.

Exam Works is a leading provider of innovative healthcare services including independent medical examinations,…