Template and Scheduling Coordinator

Overview

Registers and schedules appointments for patients in an efficient and timely manner

• Create, maintain, and update provider patient appointment templates.
• Schedules outside testing and referrals for patients as required
• Collaborate with providers, leadership, and scheduling teams regarding template changes and schedule updates.
• Supports and adheres to the McKesson Compliance Program, to include the Code of Ethics and Business Standards, and McKesson Shared Values

Responsibilities

• Provides and explains paperwork for the patient to complete prior to examination
• Process provider time-off requests and schedule adjustments.
• Coordinate with schedulers and clinic staff to minimize patient disruption and maintain continuity of care.
• Communicate schedule changes to appropriate departments as needed.
• Answers, screens, and responds to routine questions, routes to appropriate personnel, or takes thorough messages
• Communicates messages in an accurate and timely manner according to procedures
• Schedules returning appointments in accordance with physician and/or office guidelines
• Provides patients with appointment details such as time, location, directions, instruction sheets, and other details
• Records patient cancellations and missed appointments
• Reschedules appointments
• Notifies appropriate staff of the cancellation and makes note in patient chart
• Monitor and manage all requests submitted through the designated request folder.
• Maintains a legible supply of forms and appropriate office supplies required for daily activities
• Review, prioritize, and complete template-related requests within established timeframes.
• Develop and maintain provider templates for the upcoming calendar year.
• Assists physician in correspondence to referring physicians
• Ensure all provider schedules, clinic closures, holidays, and recurring events are incorporated accurately.
• Conduct annual template reviews to ensure consistency, efficiency, and alignment with operational goals.
• Adheres to confidentiality, state, federal, and HIPPA laws and guidelines with regard to patient records
• Performs other duties as requested or assigned
• Work proactively with leadership and providers to address future scheduling needs.
• The Template and Scheduling Coordinator is responsible for creating, maintaining, and optimizing provider scheduling templates while ensuring accurate and efficient patient appointment scheduling.
• This role serves as a key liaison between providers, leadership, and scheduling teams to support operational efficiency, patient access, and continuity of care.
• The coordinator manages provider schedule changes, time-off requests, clinic closures, and template-related requests while maintaining compliance with organizational policies, confidentiality standards, and healthcare regulations.

Qualifications

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• High School diploma or equivalent required
• At least 5 years front medical office receptionist experience with insurance forms and scheduling software required
• Knowledge of this practice’s personnel, daily routines, and scheduling a plus
• Proficiency with computer systems and Microsoft (Outlook, Office Word, and Excel) required
• Must successfully complete required e-learning courses within 90 days of occupying position
• Demonstrates Adaptability
• Handles day to day work challenges confidently
• Is willing and able to adjust to multiple demands, shifting priorities
• Demonstrates flexibility
• Shows Work Commitment
• Excellent communication and collaboration skills.
• Ability to analyze scheduling data and recommend workflow improvements.
• Sets high standards of performance and works efficiently to achieve them
• Commits to Quality
• Emphasizes the need to deliver quality products and/or services

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is required to be present at the employee site during regularly scheduled business hours and regularly required to sit or stand and talk or hear. The position requires full range of body motion including handling and lifting patients, manual and finger dexterity, and eye-hand coordination. The position requires standing and walking for extensive periods of time. The employee occasionally lifts and carries items weighing up to 40 lbs. The position requires corrected vision and hearing to normal range.

WORK ENVIRONMENT:

The work environment may include exposure to communicable diseases, toxic substances, ionizing radiation, medical preparations and other conditions common to an oncology/hematology clinic environment. Work will involve in-person interaction with co-workers and management and/or clients. Work may require minimal travel by automobile to office sites.

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• Pay Scale: The general pay scale for this position at BRCC is $14.83- $22.81. The actual hiring rate is dependent on many factors, including but not limited to prior work experience, education, job/position responsibilities, location, work performance, etc.