Job Description

Appointment Scheduler

The Audiology Appointment Scheduler is responsible for coordinating and scheduling 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

• 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 regarding audiology services.

• 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.

Qualifications

Education

• High school diploma or equivalent required.

Experience

• Prior experience in medical scheduling, healthcare administration, or audiology/ENT practice preferred.

• Familiarity with electronic medical records (EMR), preferably eClinicalWorks (ECW), preferred.

Skills & Competencies

• Strong organizational and time management skills

• Excellent customer service and communication skills

• Ability to multitask in a fast-paced medical environment

• Attention to detail and accuracy

• Knowledge of insurance verification and referrals preferred

• Ability to work collaboratively with clinical and administrative teams

Physical Requirements

• Prolonged periods of sitting, phone use, and computer work

• Ability to handle a high volume of calls and scheduling tasks

Work Environment

This position operates in a busy outpatient ENT and audiology practice where professionalism, efficiency, and patient-centered care are essential.

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