Position Summary

The Appointment Scheduler is responsible for coordinating and scheduling clinical exams, audiology services (including hearing evaluations, hearing aid consultations, device fittings), and follow-up appointments. This position serves as the first point of contact for many patients and plays a key role in ensuring efficient clinic flow, accurate scheduling, and a positive patient experience.

The scheduler must demonstrate strong organizational skills, attention to detail, and the ability to communicate effectively with patients, audiologists, physicians, and clinical staff.

Key Responsibilities

Scheduling & Patient Coordination

• Clinical Exam Scheduling with Providers 


• Schedule audiology appointments including:
  
  
  
  • hearing evaluations
  
  
  • hearing aid consultations
  
  
  • hearing aid fittings and adjustments
  
  
  • hearing aid checks
  
  
  • tinnitus evaluations
  
  
  • follow-up visits
  
  
  
  


• Coordinate appointments with ENT physicians when combined visits are required.


• Ensure appropriate appointment types and time slots are used based on the service requested.


• Confirm patient eligibility and appointment readiness before scheduling.

Insurance Verification

• Collect and verify patient demographic and insurance information at the time of scheduling.


• Confirm that insurance information in the system is current and accurate.


• Inform patients of any referral or authorization requirements prior to the visit.


• Communicate potential out-of-pocket costs when applicable.

Patient Communication

• Answer incoming calls and respond to patient inquiries.


• Provide clear instructions to patients regarding appointment preparation.


• Confirm appointments and assist with rescheduling or cancellations.


• Maintain a courteous, professional, and patient-centered approach at all times.

Administrative Support

• Enter and maintain accurate patient information in the electronic medical record system (e.g., eCW).


• Document scheduling notes and relevant patient information.


• Work closely with audiologists and clinical staff to manage schedule changes.


• Assist with managing waitlists and optimizing provider schedules.