Clinical Scheduler

About the Role

Pinnacle Method Consulting aims to empower job seekers by linking them with premier employment opportunities. We do not operate as a staffing agency and do not hire for these roles directly. This position is based at Yale, where contributing to community and future progress is valued, welcoming candidates from New Haven and beyond.

Job Overview

The Clinical Scheduler role entails comprehensive management of clinical scheduling alongside providing high-level administrative and secretarial support. Key duties include handling a large volume of incoming calls and faxes, assessing inquiry urgency, directing communication appropriately, and managing patient appointments using the EPIC system. Patient check-in and check-out, accurate record maintenance, and supporting patients and visitors with information provision are vital components. Flexibility in working hours and capacity to cover diverse clinical departments is essential.

Key Responsibilities

• Respond promptly to telephone calls, evaluate urgency, and assist or refer callers correctly, including direct contact with physicians or nurses for urgent cases.
• Support reception team with patient call screening, and provide specialized information on clinic policies, procedures, insurance, and services.
• Assist patients in completing necessary forms and maintain efficient front-desk operations.
• Develop, verify, and adjust provider master schedules and clinic calendars to manage time off, emergency cases, appointment overflows, and cancellation situations effectively.
• Organize patient appointments, resolve conflicts, notify patients of any changes, and prioritize rescheduling based on urgency; includes arrangements for clinical research study appointments.
• Greet patients and visitors, ascertain their needs, direct accordingly, update patient information, and verify insurance and referral details.
• Initiate billing by completing encounter forms and handling fee payments securely.
• Schedule diagnostic tests and specialized procedures at various medical facilities, ensuring patients receive appropriate documents and instructions.
• Arrange surgical procedures including coordinating surgery dates, pre/post-operative exams, lab work, and maintain related paperwork and follow-ups.
• Manage scheduling and coordination of departmental meetings, classes, clinics, and conferences.
• Utilize computer systems to input, retrieve, and manipulate data for generating complex reports and maintaining clinical and statistical patient data.
• Prepare written material including correspondence, reports, publicity content, and educational handouts.
• Obtain and manage patient charts, medical records, and lab reports as necessary.

Skills and Qualifications

• Proven experience with dermatology-related scheduling, including cosmetic and surgical cases.
• Strong customer service capabilities with effective verbal and interpersonal communication skills to interact with patients, providers, and team members professionally.
• Excellent organizational skills with attention to detail and the ability to prioritize multiple tasks in a fast-paced clinical setting.
• Proficiency in EPIC or equivalent Electronic Medical Records (EMR) systems for scheduling and patient data management.
• Effective listening abilities and telephone etiquette to accurately assess and direct inquiries.
• Capacity for independent judgment and critical thinking to manage patient interactions and resolve issues.
• Knowledge of medical terminology and prior experience in medical offices or busy call centers is favorable.
• Spanish language proficiency is an asset to communicate with diverse patient populations.
• Experience with additional software such as Microsoft Excel and operation of multi-line telephone systems is advantageous.
• Demonstrated flexibility to adapt quickly to various clinical environments and high call volumes.