Clinical Scheduler

About the role

The Clinical Scheduler is responsible for coordinating and scheduling patient consultations, follow-up appointments within a fast-paced rheumatology practice. This role plays a critical part in optimizing provider schedules, improving patient access, enhancing operational efficiency, and supporting practice growth.

Key Responsibilities

Clinical Scheduling & Coordination

• Schedule new patient consultations, follow-up appointments and provider directed clinical visits.
• Coordinate provider schedules across practice locations.
• Manage provider scheduling templates to maximize provider productivity and patient access.
• Ensure appointments are scheduled appropriately based on visit type, urgency, and clinical protocols.
• Work closely with providers, medical assistants, and onsite managers regarding scheduling needs and provider availability.
• Maintain scheduling accuracy and ensure appropriate appointment durations are utilized.

Schedule Optimization

• Monitor provider schedules daily to identify scheduling gaps, cancellations, and opportunities for optimization.
• Proactively work to fill open appointment slots and reduce unused provider time.
• Maintain and manage patient waitlists to improve schedule utilization and patient access.
• Support practice growth initiatives by improving scheduling efficiency and reducing appointment delays.

Patient Service

• Provide exceptional customer service to patients, providers, and staff.
• Answer incoming scheduling calls professionally and efficiently.
• Accurately document scheduling communications and appointment notes within the electronic medical record (EMR) system.
• Educate patients regarding appointment preparation, referrals, insurance requirements, and office policies.
• Maintain strict patient confidentiality and professionalism.

Administrative

• Verify patient demographics and insurance information during scheduling.
• Maintain accurate provider calendars and scheduling templates.
• Communicate provider schedule changes and updates to appropriate staff and patients.
• Follow organizational scheduling policies, procedures, and productivity expectations.
• Assist with additional administrative and operational duties as assigned.
• Follow all OSHA, HIPAA, and SAC privacy and safety standards.

Other duties as assigned. This job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities that are required of the employee. They may change, or new ones may be assigned at any time with or without notice. 

Qualifications

• High school diploma or equivalent required.
• Minimum of 2 years of medical scheduling or healthcare administrative experience preferred.
• Strong communication and customer service skills.
• Ability to multitask in a fast-paced environment.
• 1+ year experience in rheumatology, internal medicine, or other specialty practice, preferred.
• Experience with EMR systems; familiarity with NextGen is a plus.
• Strong organizational skills.
• Strong attention to detail and problem-solving abilities.
• Ability to prioritize tasks and adapt to changing schedules.

Benefits

• 100% employer-paid medical insurance for employees
• 401(k) with company match and employer-funded profit sharing
• Four-day work week (Monday – Thursday), supporting strong work/life balance
• Paid holidays and Paid Time Off (PTO)
• A collaborative, team-oriented culture with strong support and a shared commitment to exceptional patient care

Equal Employment Opportunity

Sarasota Arthritis Centers provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.