Appointment Scheduler
EveryAge, Wilmington, NC, United States
Appointment Scheduler
EveryAge PACE is seeking a detail-oriented and compassionate Appointment Scheduler to support our interdisciplinary care team. In this role, you will manage and coordinate external medical appointments for our participants, ensuring timely scheduling, accurate documentation, and seamless communication across providers, care managers, and internal departments. This position plays a vital role in supporting the health, dignity, and quality of life of the frail and elderly population we serve.
Key Responsibilities
Schedule and manage external medical appointments upon approved provider requests
Coordinate referrals, authorizations, and required supporting documentation
Maintain accurate appointment records within participant medical charts and scheduling systems
Prepare and distribute daily, weekly, and upcoming appointment schedules
Communicate appointment details, changes, cancellations, and special needs to RN Care Managers and Clinic Supervisor
Obtain and distribute progress notes and exam reports from external providers
Facilitate weekly interdepartmental appointment review meetings
Track appointment trends (e.g., cancellations) and report findings to care managers
Coordinate bi-monthly onsite podiatry clinics
Assist with billing or contract issues related to appointment scheduling
Support quality improvement initiatives related to scheduling processes
Provide clear appointment reminders to participants and caregivers
Promote participant rights, confidentiality (HIPAA), and organizational values
Qualifications & Requirements
Education
High school diploma or equivalent required
Some college or business school coursework strongly preferred
Experience
Minimum of 2 years of clerical or business experience (healthcare experience preferred)
At least 1 year working with frail or elderly populations preferred
Proficiency with computers, email, scheduling systems, and office equipment
Skills & Abilities
Strong organization, attention to detail, and time-management skills
Clear verbal and written communication with proper grammar and spelling
Ability to manage multiple priorities with minimal supervision
Calm and professional demeanor in fast-paced or stressful situations
Ability to collaborate effectively with clinical and administrative teams
Other Requirements
Minimum age of 18
Valid driver's license, auto insurance, and reliable transportation
Ability to meet organizational insurance requirements
Medical clearance and up-to-date immunizations prior to participant contact
Work Environment & Physical Requirements
Office-based clinical environment with moderate noise and activity
Requires standing, walking, and occasional lifting up to 20 lbs
Ability to work under time pressure and meet appointment deadlines
Corrected vision and hearing sufficient for communication and computer work
Benefits
Dental insurance
Employee assistance program
Employee discount
Health insurance
Health savings account
Paid orientation
Paid time off
Paid training
Retirement plan
Vision/dental insurance
Work Location: In person
EveryAge PACE is seeking a detail-oriented and compassionate Appointment Scheduler to support our interdisciplinary care team. In this role, you will manage and coordinate external medical appointments for our participants, ensuring timely scheduling, accurate documentation, and seamless communication across providers, care managers, and internal departments. This position plays a vital role in supporting the health, dignity, and quality of life of the frail and elderly population we serve.
Key Responsibilities
Schedule and manage external medical appointments upon approved provider requests
Coordinate referrals, authorizations, and required supporting documentation
Maintain accurate appointment records within participant medical charts and scheduling systems
Prepare and distribute daily, weekly, and upcoming appointment schedules
Communicate appointment details, changes, cancellations, and special needs to RN Care Managers and Clinic Supervisor
Obtain and distribute progress notes and exam reports from external providers
Facilitate weekly interdepartmental appointment review meetings
Track appointment trends (e.g., cancellations) and report findings to care managers
Coordinate bi-monthly onsite podiatry clinics
Assist with billing or contract issues related to appointment scheduling
Support quality improvement initiatives related to scheduling processes
Provide clear appointment reminders to participants and caregivers
Promote participant rights, confidentiality (HIPAA), and organizational values
Qualifications & Requirements
Education
High school diploma or equivalent required
Some college or business school coursework strongly preferred
Experience
Minimum of 2 years of clerical or business experience (healthcare experience preferred)
At least 1 year working with frail or elderly populations preferred
Proficiency with computers, email, scheduling systems, and office equipment
Skills & Abilities
Strong organization, attention to detail, and time-management skills
Clear verbal and written communication with proper grammar and spelling
Ability to manage multiple priorities with minimal supervision
Calm and professional demeanor in fast-paced or stressful situations
Ability to collaborate effectively with clinical and administrative teams
Other Requirements
Minimum age of 18
Valid driver's license, auto insurance, and reliable transportation
Ability to meet organizational insurance requirements
Medical clearance and up-to-date immunizations prior to participant contact
Work Environment & Physical Requirements
Office-based clinical environment with moderate noise and activity
Requires standing, walking, and occasional lifting up to 20 lbs
Ability to work under time pressure and meet appointment deadlines
Corrected vision and hearing sufficient for communication and computer work
Benefits
Dental insurance
Employee assistance program
Employee discount
Health insurance
Health savings account
Paid orientation
Paid time off
Paid training
Retirement plan
Vision/dental insurance
Work Location: In person