Medical Office Scheduling Specialist Job Details Job Location Pembroke Pines - 1633 Poinciana Drive - Pembroke Pines, FL Position Type Full Time Education Level High School Salary Range $17.50 - $17.50 Hourly Description Position Summary: The Medical Office Scheduling Specialist is responsible for managing patient appointments, coordinating provider schedules, and ensuring an efficient flow of daily operations within the medical office. This role plays a critical part in delivering excellent patient care and maintaining smooth administrative processes. Essential Job Functions: + Schedule, reschedule, and cancel patient appointments accurately and efficiently using the electronic medical record (EMR) system as well as the Telehealth platform. + Coordinate with physicians, nurses, and other staff to align appointment slots with availability and patient needs. + Verify patient information and insurance prior to appointments. + Update and maintain client medical records. + Communicate with pharmacies regarding prescription status and pending prescription orders. + Keep open communication with physicians regarding appointment statuses. + Monitor provider schedules to optimize productivity while minimizing conflicts and downtime. + Answer incoming calls and respond to appointment inquiries in a professional and courteous manner. + Maintain waitlists and follow up with patients as openings become available. + Assist with managing referrals, authorizations, and pre-appointment requirements. + Communicate clearly with patients regarding appointment details, preparation instructions, and documentation requirements. + Support front desk staff with check-in/check-out processes as needed. + Ensure compliance with HIPAA and confidentiality standards. + Maintain accurate scheduling records and generate reports when necessary. + Other tasks as assigned Qualifications Essential Qualifications: Education: + High school diploma or equivalence issue by a state department of education, is required. + Associate’s degree in business administration, Office Management, or a related fieldis preferred. Experience and Competencies: + Two years of related work in office/facility, or customer service experience required + Bilingual is preferred; + CPR Certification, First Aid Certification within 6 months of hire. + Ability to exercise good judgment and discretion. + Ability to work well in a team environment. + Strong organizational, communication, and problem-solving skills. + Ability to multitask, work under pressure, and handle confidential information with discretion. + Adherence to the highest standard of ethical conduct, especially to standards governing confidentiality + Communicating effectively in writing as appropriate for the needs of the audience. + Knowledge of Microsoft Word, Excel, Access and electronic health record software + Proficient in virtual communication platforms such as Zoom and Microsoft Teams. + Knowledge of WestCare Mission, goals and values + Understands that individuals with distinct community backgrounds have different perceptions of health + Demonstrates ability to work effectively with individuals with distinct community backgrounds + Articulates a working definition of adverse experiences + Understand the impact of adverse experiences + Understand triggering past adverse experiences + Demonstrates a high degree of dependability. + Maintains a good attendance record. + Observes working hours + Shows flexibility and is responsive to requests from director + Works independently with minimal supervision + Exhibits characteristics of good workmanship, and integrity on the job + Work time is always productive + Demonstrates ability to establish and maintain effective working relationships with consumers, co-workers, external partners, and regulatory agencies + Is courteous to consumers, staff, and all others. + Demonstrates tact at the appropriate time. + Cooperates with others both within and outside WestCare. + Works well with administrative leadership; accepts direction and supervision + Maintains a positive attitude toward work + Ensures and maintains a safe working environment. + Work area is clean and orderly. + Verbalizes, understands and adheres to agency safety procedures. + Presents a positive personal image + Dresses and maintains a professional demeanor Working Conditions: + Work is primarily performed in an office or residential treatment setting; and + Some outdoor activities may be required. Essential Physical and Mental Demands of the Job The employee must be able to perform the following essential duties and activities with or without accommodation: Physical Demands: + Requires mobility and physical activity: Having an adequate range of body motion and mobility to work in an office, residential, or outdoor environment including standing and walking (even and uneven surfaces), sitting for extended periods of time, bending, twisting, reaching, balancing, occasional lifting and carrying of up to 50 pounds. Use of computer and telephone systems is required which includes coordination of eye and hand, and fine manipulation by the hands (typing, writing, and working with files). Requires the ability to defend oneself and clients in physically abusive situations through the use of approved physical de-escalation techniques. + Requires talking: Expressing or exchanging ideas by means of the spoken word. Talking is required to impart oral information to employees, clients, patients, and the public, and in those activities in which the employee is required to convey detailed or important spoken instructions to others accurately, loudly, or quickly. + Requires hearing: Hearing is required to receive and communicate detailed information through oral communication. + Requires seeing: Clarity of vision at 20 inches or less and at distance. This factor is required to complete paperwork for many of the employee’s essential job functions and to observe client behavior and activities in and out of the facility. + The normal work routine involves no exposure to human blood, body fluids or tissues. However, exposure or potential exposure may be required as a condition of employment. Appropriate personal protective equipment will be readily available to every employee. M ental Demands: + Requires the ability to collect and analyze complex numerical and written data and verbal information to reach logical conclusions. + Requires the ability to work and cooperate with clients, co-workers, managers, the public and employees at all levels in order to exchange ideas, information, instructions and opinions. + Requires the ability to work under stress and in emotionally charged settings. + The ability to defend oneself and clients in mentally/verbally abusive situations through the use of approved mental/verbal de-escalation techniques.