Medical Scheduler

Job Summary

The PACE Your LIFE Medical Scheduler is responsible for managing and coordinating all participant referrals to outside specialists. This role ensures that participants receive timely access to specialty care, while maintaining clear communication between providers, participant, and external offices. The Medical Scheduler plays a critical role in supporting continuity of care and optimizing participants’ outcomes.

Essential Duties and Responsibilities

• Specialist Appointment Coordination

a. Schedule all patient appointments with outside specialists (cardiology,

neurologist, endocrinologist, etc.)

b. Confirm availability with external offices and align with participants

preferences.

c. Communicate appointment needs between PACE Your LIFE clinical and teams,

working closely to ensure they are maximizing the services being used.

d. Track referral status and follow up to ensure appointments are completed.

• Participant and Caregiver Communication

a. Notify participants and/or the caregivers of scheduled specialist appointments and provide instructions (location, preparation, documentation).

b. Answer participants and/or caregivers’ questions regarding referrals and specialist visits.

c. Cancel and reschedule participants’ appointments as required.

• Provider & Office Liaison

a. Communicate with external specialist offices to confirm appointments, exchange records, and resolve scheduling conflicts.

• Acts as the primary point of contact between the clinic and transportation services, promoting seamless information flow.
• Ensure referral documentation, test results, and insurance authorizations are sent to the specialist prior to the visit.
• Maintain accurate records of all scheduled and completed specialist appointments.
• Keep confidentiality of participant records, reports, and discussions with outside specialist and internal clinical team while scheduling appointments.
• Administrative Support
• Update Electronic Medical Record (EMR) systems with referral details and appointment confirmations.
• Generate reports on scheduling completion rates and participants follow-up compliance.
• Collaborate with care coordinators, nurses, and physicians to streamline referral processes.

All employees of PACE Your LIFE is required to comply with PACE regulatory requirements established by State and Federal governments. This includes:

• Understanding his/her role in the emergency preparedness plan.
• Adhering to the agency’s infection control plan and promoting the Participant Bill of Rights and Responsibilities.
• Understanding the basic procedures for receiving and documenting grievances in order to initiate the appropriate process for participant concerns.
• Operating in a manner consistent with the values of PACE Your LIFE.

Qualifications

• Education:

a. High School diploma or equivalent required

• Experience:

a. Experience working with a frail or elderly population is required

b. Three years of scheduling experience preferred

c. Experience working with providers and schedules preferred

d. Proficiency with Outlook, Word, and Excel strongly preferred

• Required Skills:

a. Must be able to read, write, and speak the English language and be understood

b. Must be able to handle information in a confidential manner at all times

c. Must be able to deal professionally and diplomatically with people, both in person and on the telephone

d. Must have outstanding organizational and communication skills

• Age of Patients Rendered Care:

a. Adult and geriatric patients

Freedom from illegal use of drugs, and freedom from use and effects of use of drugs and alcohol in the workplace.

Persons who have been found guilty by a court of law of abusing, neglecting or mistreating individuals in a healthcare-related setting are ineligible for employment in this position.