Scheduling Representative – 835410

Job #: 835410
Salary: $15/hr
Industry: Healthcare
Location: Madison, WI
Category: Administrative Positions

Description / Qualifications

Our Madison-area client is seeking a professional and friendly scheduling representative for to join their team on a temporary basis. This person will be the first point of contact for patients when they visit, so this person must be patient-focused, organized, and an excellent communicator.

Job Responsibilities:

Meet patient needs through a variety of methods including but not limited to:

  • Answer incoming phone calls and make outbound phone calls, gathering information to route appropriately.
  • Check in patients.
  • Make walk-in appointments.
  • Check out patients and print after visit summaries.
  • Schedule appointments via phone, in person or via electronic correspondence.
  • Schedule follow up appointments.
  • Coordinate appointments for patients in other clinics.
  • Coordinate Lab and Radiology appointments.
  • Cancel and reschedule appointments.
  • Manage electronic worklists.
  • Manage templates for day to day edits and reschedules.
  • Promote and assist patients in kiosk use.

2. Create and maintain patient records:

  • Verify and update patient demographics.
  • Verify visit account and insurance information and transfer to Registration if updates are needed.
  • Create hospital account records.
  • Complete Medicare as a Secondary Payer Questionnaire as needed.
  • Collect patient photographs, document signatures and insurance card scans.
  • Collect copays, pre-payments and outstanding balances.
  • Generate website activation codes.
  • Update and verify primary care and referring providers.

3. Manage visit prior authorization and referral requirements:

  • Counsel patients on prior authorization, referral requirements, and insurance networks as prompted by HealthLink.
  • Evaluate referrals and link to appropriate upcoming appointments.
  • Submit online requests for prior authorization to be completed by Prior Authorization department. Track and manage the request through to appointment resolution.
  • Counsel patients on financial responsibility form if referral is not obtained by time of service and collect signature.

4. Provide excellent customer service to patients and family members:

  • Communicate in a manner consistent with positive patient relations.
  • Demonstrate a welcome environment by smiling and making eye contact when greeting all patients and family members.
  • Provide helpful assistance in anticipating and responding to the needs of all patients and family members.
  • Collaborate with customers in planning and decision making to result in optimal solutions.
  • Remain calm under pressure and effectively deal with difficult people.
  • Independently recognize, interpret, and evaluate situations and their level of urgency.

5. Other miscellaneous tasks could include:

  • Assist with the orientation and training of other employees.
  • Maintains or initiates faxes.
  • Maintain desk and/or clinic supplies.
  • Sort and distribute mail.
  • Contribute to the smooth operation of practice.


  • 6 months of customer service experience
  • Experience with answering phones, greeting clients and customers in person
  • Previous experience in healthcare a huge plus
  • Excellent communication skills
  • Ability to multi-task and work independently

If this position sounds like a fit for you, apply today!