Clerical/Administrative/ Clinical Support/ Customer Service/Patient Access

Job Category:

Administrative Scheduler

Primary Shift:

Work Schedule:


Variable shifts


4758 Rising Sun Avenue, Philadelphia PA 19120 - Servicing Philadelphia and Delaware County Offices

Employment Type:

Full-Time Regular / Part Time

Position Description

Job Summary

The Administrative Scheduler works collaboratively with the Executive management, Clinical staff, and Clients to manage information in a timely and accurate manner. The Administrative Scheduler performs all scheduling, registration, and insurance verification functions.

Required Education/Experience

  • High School graduate or equivalent

  • Bilingual in English and Spanish required

  • Previous registration and/or insurance verification experience preferred

  • Knowledge of medical terminology - preferred

  • Excellent oral and written communication skills

  • Highly organized, efficient work habits

  • Sound analytical, problem solving and planning skills

  • Demonstrated ability to interact with a variety of individual in a calm, professional manner

Minimum Requirements

Skills and Abilities

  • Good Computer Skills.  Ability to learn all software applications

  • Customer-focused communication skills (verbal/written) required.

  • Organizational skills with exceptional attention to detail required.

  • Excellent organizational ability to plan and support the schedule of the assigned individual(s)

  • Must be able to move comfortably between broad conceptual thinking to logistical detail and gather data and prepare written material for various projects

  • Must exercise discretion in working with highly confidential and sensitive matters

Minimum Certifications, Registry, and/or Licenses Required


Duties and Responsibilities

  • Perform high level administrative support to the Chief Executive Officer and Chief Operating Officer.

  • Schedules and coordinates meetings, events, interviews, appointments, and/or similar activities.

  • Manage daily calendar, developing drafts of correspondence, answering/routing calls to appropriate person via written or verbal communication, maintaining filing system.

  • Conducts comprehensive client interviews by obtaining accurate information such as Social Security Number, name, address, phone number, guarantor data and phone number, third party payer, etc., while verifying applicable information via on-line software.

  • Ensure complete accuracy when scheduling clients’ including informing clients of all required information

  • Verify availability for each request using the current scheduling system.

  • Maintains and protects the t’s confidentiality in accordance with Health Insurance Portability and Accountability Act (HIPAA) regulations.

  • Verifies eligibility and benefits and obtains authorizations/pre-certifications, and referrals when applicable

  • Communicate with various insurance companies to ensure CPT and ICD codes are utilized on requested authorizations / pre-certifications.

  • Accurately completes documentation as necessary

  • Scans necessary documentation into Patient Record

  • Exemplifies customer service by answering phones and interacting with patients, staff, clinicians and visitors in a timely and pleasant manner

  • Accepts changes in assignment in the spirit of good teamwork; accepts constructive feedback about performance or behaviors; demonstrates creative thinking and problem solving relating to issues or concerns.

  • Assign clients to clinicians

  • Manage clinician’s schedule and coverage

  • Train clinicians on office software

  • Manage 24 hr. phone line