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Clinic Scheduler - Full Time Days - Immanuel Pathways Central Iowa

Immanuel locationWindsor Heights, IA
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337 positions
337 positions
info linkReport a probelm Originally Posted : November 04, 2021 | Expires : December 4, 2021


Job Location
Windsor heights, IA, United States



Coordinates the daily scheduling of Contracted Service appointments for participants in a timely and efficient manner. Interacts with office staff, participants and participant family members via phone, fax and email, assuring accurate and effective scheduling of appointments. Independently and accurately handles a wide range of scheduling duties in a fast paced environment. Supports and lives out Immanuel's Mission and CHRIST Promises.


Key Areas

Key Responsibilities and Duties of the Job

40% Administrative Support

  • Schedules participant appointments for medical procedures or office visits with outside Contracted Vendors for Immanuel Pathway Centers, which includes but not limited to: medical procedures, specialist visits, and diagnostic testing.
  • Coordinates all aspects of procedure scheduling and understands guidelines for each scheduled procedure.
  • Collects and/or confirms patient demographic as required, and enters data accurately into the department's scheduling system. Ensures authorization for all appointments and provides the authorization number to Contracted Vendor.
  • Assists in identification of ways to improve scheduling process.
  • Participates in and supports Quality Improvement Initiatives.

40% Communication

  • Confirms schedule with participant and/or family members and doctor's offices, including time of appointment, communicates and resolves any conflict about daily schedule(s). Clearly communicates to doctor's offices and participants and/or participant family members any instructions related to appointments.
  • Coordinates with the clinic team for participant needs related to inpatient and outpatient procedures.
  • Prints appointment reminder notification forms and gives to participants and may call participants or family members at least one day prior to appointment to remind them.
  • Collaborates with Immanuel's Dispatch Center to arrange appropriate times to schedule appointments for participants.
  • Demonstrates a professional attitude and approach with participants, families, and all others while ensuring confidentiality of participant and organizational information.
  • Receives, prioritizes documents and responds to incoming calls appropriately.


Record Keeping

  • Utilizes computerized scheduling system capabilities. May be required to use the computerized scheduling system to maximize efficiency of block scheduling (uses typing, data entry, alpha/numeric filing, and computer skills).
  • Ensures necessary medical records paperwork is sent with participant for appointments.

5% Compliance

  • Maintains compliance with established departments and organizational policies, procedures and objectives.
  • Follows all Immanuel Pathways policies and procedures and OSHA safety guidelines.
  • Participates in all safety, security and infection control programs that are mandatory as well as those required and provided by Immanuel Pathways PACE and department.
  • Maintains and promotes a professional attitude by providing safe and effective support and assistance to co-workers in the delivery of participant care.


  • Performs other duties as assigned or requested.



  • High School Diploma/GED is required.
  • Post high-school Associate Degree or Certification preferred, desired in a healthcare related field.


  • One (1) year of clinical scheduling or related experience is required.
  • One (1) year of experience working with the frail or elderly population required, or completion of job specific training related to working with the elderly population must be completed within the first six months of hire.
  • Two (2) years in an administrative job, preferably in the healthcare industry.
  • Equivalent years of education may substitute for experience requirement.

Other Requirements

  • Must have medical clearance for communicable diseases and up-to-date immunizations before having participant contact.
  • Skilled in utilizing software applications.
  • Ability to apply and adapt skills and knowledge acquired through training and development opportunities.
  • Basic Life Support (BLS) Skills i.e. Health Care Level Cardiopulmonary resuscitation (CPR); Automated External Defibrillator (AED); First Aide (FA).

KSA- Knowledge Skills and Abilities-

  • Knowledge of phone systems and phone etiquette.
  • Skills in Microsoft Outlook, Word, and Excel.
  • Ability to chart via Electronic Health Records
  • Proven experience and basic computer proficiency (internet, email, Microsoft Office).
  • Ability to word-process accurately. Must have experience using computers with a high degree of accuracy.
  • Able to handle stressful work situations and conflicts with professionalism.
  • Excellent organizational skills required.
  • Ability to work effectively, without direct supervision, following standard procedures.
  • Skills in observing, receiving, and obtaining information from multiple sources.
  • Skills in identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
  • Skills in providing excellent customer service.
  • Skills in professional written and verbal communication.
  • Ability to relay information between multiple departments and people.
  • Ability to pay attention to detail.
  • Ability to shift back and forth between two or more activities or sources of information.
  • Ability to prioritize a variety of tasks and responsibilities in high pressure situations.
  • Ability to effectively multi-task and organize work.
  • Ability to remain flexible in a fast paced, unpredictable environment.
  • Ability to work with all types of people in a professional and courteous manner.
  • Ability to adjust actions in relation to others actions.
  • Ability to maintain extreme confidentiality.
  • Ability to work with frequent interruptions.

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