Job Description

Job Description

Job Description

Salary:

Position Title: Appointment Scheduler & Logistics
Reports To: Operations Manager
Location: Priority Xtracare Remote/In-Office Hybrid
Position Type: Full-Time

Position Summary:

The Appointment Scheduler & Logistics Coordinator plays a vital role in maintaining seamless patient scheduling, appointment tracking, and logistical coordination across all services provided by Priority Xtracare. This position ensures efficient scheduling, proactive communication, and timely care delivery by managing patient outreach, EMR updates, and coordination of provider routes. The ideal candidate is detail-oriented, tech-savvy, and thrives in a fast-paced healthcare environment.

Key Responsibilities:

Appointment Scheduling & Coordination:

• Schedule patient visits at least three weeks in advance, ensuring efficient provider routes and adherence to organizational protocols.
• Coordinate provider logistics based on geographic zones and patient acuity to maximize time and care delivery.
• Manage and maintain the daily/weekly scheduling calendar to minimize gaps and optimize capacity.

Patient Engagement & Reminders:

• Contact patients 72 hours before scheduled appointments to confirm visits and provide instructions or rescheduling support if needed.
• Perform follow-up outreach 2 weeks after visits for patients enrolled in Chronic Care Management (CCM) or other ongoing services.

Call Management & Communication:

• Answer and respond to a minimum of 70% of incoming calls daily, addressing scheduling, care coordination, and patient inquiries with professionalism.
• Communicate effectively with patients, caregivers, and internal care teams regarding appointment logistics and updates.

Task Entry & Documentation:

• Create and manage Task Entries (TEs) in the EMR system for medication refills, referrals, home visits, and time-sensitive care needs.
• Document all patient-related communications, including voicemails, emails, texts, and call logs, in the EMR to maintain a comprehensive care history.

Logistics Support:

• Collaborate with providers and the care coordination team to map and adjust visit routes as needed for urgent cases, inclement weather, or provider changes.
• Maintain a working knowledge of coverage areas and provider capacity to support real-time scheduling adjustments.

Qualifications:

• High school diploma or equivalent required; associates degree or healthcare certification preferred.
• Minimum 1 year of experience in healthcare scheduling or logistics in a clinical setting.
• Proficient in EMR systems and general office software (Microsoft Office, GoTo, etc.).
• Strong time management, communication, and problem-solving skills.
• Ability to work independently and within a collaborative team structure.

Working Conditions:

• Full-time schedule with flexible hours depending on provider and patient needs.
• Must be comfortable sitting and working on a computer for prolonged periods.
• Adherence to HIPAA and patient confidentiality standards at all times.

About Priority Xtracare:

Priority Xtracare is dedicated to delivering compassionate, patient-centered care through coordinated medical services in the home and community. We value innovation, efficiency, and empathy in all our operations.

To Apply or Accept This Position:

Please submit your application or reach out to HR@PriorityXtraCare.com with any questions.

We look forward to welcoming you to the team!

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