Scheduling and Patient Support Specialist

Job Title: Scheduling and Patient Support Specialist

Location: 185 Charlois Blvd. Winston-Salem, NC 27103  

Reports To: Office Manager

Position Type: Full-Time

Job Summary: We are looking for a friendly, organized, and customer-focused Scheduling & Patient Support Specialist to join our pediatric speech therapy clinic. This role is essential in providing a welcoming environment for patients and their families while ensuring efficient administrative operations. The ideal candidate will support front desk functions to ensure smooth and efficient clinic day-to-day operations.

Key Responsibilities:

Scheduling: 

• Scheduling for all patient appointments, including make-up sessions; confirm, adjust, and reschedule appointments in coordination with providers and families.

Front Desk Patient Support: 

•  Provide excellent customer service to patients and their families by answering calls, emails, and online inquiries in a courteous and professional manner; provide families with accurate information about services, appointments, and clinic procedures; direct visitors appropriately and maintain a welcoming front desk area. 
• Ensure the clinic waiting room is tidy and welcoming for patients and families. 
• Assist with collecting co-pays, deductibles, or other payments at the time of service. 
• Relay any important information between patients, therapists, and other operations teammates.

General Administrative Support:

• Receive, review, and distribute incoming faxes in a timely and accurate manner. Ensure all documents are properly categorized, scanned, and routed to the appropriate departments or personnel. 
• Perform general office tasks such as filing, printing, laminating, and copying. 
• Maintain accurate and up-to-date records in the clinic’s EHR system. 
• Assist with maintaining clinic inventory, ordering supplies, and managing office equipment.
• Support other teammates in various tasks as needed.

Compliance & Confidentiality:

• Ensure compliance with healthcare regulations, including HIPAA, when handling sensitive patient information. 
• Maintain confidentiality and privacy standards for all patient-related matters.

Qualifications:

Education: 

• High school diploma or equivalent required.
• Associate’s degree or higher in healthcare administration, business, or a related field preferred.

 Experience:

• Proven experience coordinating schedules for multiple providers in a fast paced setting, effectively balancing provider availability, patient needs, and clinic priorities.
• Prior experience in a medical office, pediatric care, or customer service setting is highly preferred.
• Experience in speech therapy or healthcare administration is a plus.

Skills & Abilities:

• Strong communication skills, both verbal and written.
• Spanish bilingual skills are a strong plus and highly valued for effective communication with a diverse client/patient population.
• Proficient in Microsoft Office Suite, with a strong emphasis on Excel for tracking, organizing, and analyzing data. 
• Strong organizational skills with the ability to multitask and manage competing priorities in a dynamic, fast-paced environment.
• Detail-oriented with the ability to accurately enter and manage patient information.
• Compassionate, patient, and professional when working with children and families; able to handle sensitive situations with empathy and care.

Physical Requirements:

• Ability to sit and/or stand for extended periods.
• Must be able to move efficiently in a fast-paced environment to support timely completion of tasks and respond quickly to operational needs.
• Occasional lifting and handling of light office supplies or equipment.

Work Environment: The position will be based in a pediatric speech therapy clinic with interaction with children, parents, and healthcare professionals. This is an on site position; remote work is not available.  

Schedule: Monday through Friday 9:15 am to 6:15 pm.  (1 hour mid-day for lunch)