Lead Appointment Scheduler

About The Steadman Clinic:

Join The Steadman Clinic Team and embark on a rewarding career where you’ll play a crucial role in helping deliver exceptional patient care. At our Traer Creek Plaza Medical Office in Avon, you’ll play an essential role directly supporting patient experiences. As part of The Steadman Clinic Team, you’ll be immersed in a culture of excellence that values efficiency, attention to detail, and exceptional communication. You'll also be surrounded by the stunning mountain communities that are home to our clinics, allowing you to enjoy a unique lifestyle that balances professional growth with outdoor adventure and the rewarding experience of making a positive difference in people's lives. If you thrive in a fast-paced, collaborative environment, apply today to become a vital part of our dynamic team based out of our Traer Creek Medical Office. 

POSITION DETAILS

Job Title: Lead Appointment Scheduler 

Reports to: Chief Operating Officer

Status: This is a full-time, year-round, benefits eligible position.

Classification: Non-Exempt - Hourly

Schedule: M-F

Location: This position is primarily based at our Avon Traer Creek location. 

Pay Range: $25.00-$27.00/hr based on experience

POSITION OVERVIEW

The Lead Appointment Scheduler provides guidance and support to the centralized scheduling (CS) team to ensure efficient, accurate, and patient-focused scheduling operations. This position serves as a resource and role model for CS staff, promoting a culture of service excellence and aligning with the core values of The Steadman Clinic. The Lead helps facilitate physician and clinical teams work through streamlining workflows and supporting clinical objectives. In addition to managing day-to-day operations, the Lead actively participates in quality improvement efforts and takes ownership of recurring responsibilities, escalating complex issues to the Chief Operating Officer as appropriate. 

ESSENTIAL FUNCTIONS:

• Provide guidance and direction to centralized scheduling staff by setting performance standards and delegating tasks effectively.
• Help create structured action plans, establish timelines and set productivity expectations to help guide the scheduling team achieve department goals.
• Support in the development and implementation of departmental policies and procedures. Periodically review departmental processes to ensure efficiency and accuracy. 
• Serve as a liaison to clinical staff, fostering a collaborative and supportive working relationships.
• Handle difficult patient situations and complaints, reporting them to MOD for resolution and recovery.
• Periodically review departmental processes to ensure efficiency and accuracy.
• Work collaboratively as part of the centralized team, coordinating the schedules of several physicians to ensure smooth operations.
• Coordinate clinic appointments for new patients, rechecks, follow-ups, and referrals, ensuring all appointments and cancellations are accurately entered into the scheduling system.
• Demonstrate knowledge and understanding of the Health Information Portability and Accountability Act (HIPAA) and adhere to all compliance requirements. 
• Maintain confidentiality for all sensitive medical, financial, or other confidential information, whether in printed, electronic, or verbal form, to protect patient privacy.

Supervisory Functions:

• Oversee onboarding, training, and competency development for new hires.  
• Schedule centralized scheduling employees, ensuring appropriate coverage during absences due to illness, vacation, or termination. Provide coverage and support during periods of staff attrition or high volume.
• Help address staff concerns and support effective communication and resolution.
• Oversee and approve timesheets, and manage time-off requests for centralized scheduling employees.
• Generate and manage correspondence as needed and directed by the Chief Operating Officer.

Performs other duties as assigned: Please note, the responsibilities and scope outlined in this document are not exhaustive and may evolve based on the business's needs. This job description serves as a general overview of key duties and responsibilities but is not intended to be a comprehensive list of all tasks required for the position. Duties may change at any time, with or without notice, and at the sole discretion of The Steadman Clinic.

MINIMUM QUALIFICATIONS: 

• High school diploma or equivalent required; associate or bachelor’s degree in healthcare administration, business, or related field preferred.
• At least two years of scheduling experience in a medical field, with at least 1 year in a lead or supervisory role preferred. 
• Knowledge of Microsoft computer applications.
• Ability to fluently speak and understand English.
• Pleasant, courteous and supportive manner is required when handling patients in person or on the phone.
• Able to work in a fast paced environment and handle a variety of tasks simultaneously; ability to work with frequent interruptions.
• Excellent organization, communication (both written and verbal) and interpersonal skills required.
• Ability to provide coaching, constructive criticism, and support CS employees inquires.
• Must be able to handle sensitive and confidential information appropriately and represent The Steadman Clinic in a positive and professional manner at all times.
• Must be motivated, quality driven and passionate in your commitment to being a productive member of the team dedicated to providing optimum patient care.
• Must maintain a professional attitude towards patient and help build and maintain working relationships with other Steadman Clinic, Steadman Philippon Research Institute and other facility staff.

EMPLOYEE BENEFITS:

We support our employees and their families with a robust, comprehensive benefits package to ensure life in the mountains doesn’t come with compromise. Come work with us to enhance your career and thrive in our mountain communities. Benefits eligible employees receive the following:

• Health, Dental and Vision Insurance with generous premium subsidies for you and your family
• 401(k) Retirement with a Safe Harbor contribution amount equal to 4% of eligible compensation and discretionary profit-sharing contribution.
• Time Off Benefits: Staff receive 7 paid holidays annually. Employees can also earn up to 155 hours of PTO within their first year. In addition, employees accrue sick time of 1 hour per 30 hours worked, up to 48 hours / year.
• $1000 Wellness Bonus to encourage adopting and maintaining wellness and an active lifestyle.
• Tuition & Education Reimbursement to support continuing education and career advancement.
• Employee Assistance Program with confidential support from licensed professionals.
• Leave Benefits: The Steadman Clinic covers the cost of paid family medical leave in Colorado, basic life and AD&D, short- and long-term disability.

HOW TO APPLY:   Applications will be accepted and reviewed on a rolling basis for 30 days from the date of posting. If the position remains vacant after this period, applications will continue to be accepted until the role is filled. Once the position is filled, the job posting will be removed. To apply, please submit your online application through the “Apply” link on this page. Applicants should include a resume and a brief cover letter.   

We are an Equal Opportunity Employer. We are committed to equal treatment of all employees without regard to race, national origin, religion, gender, age, sexual orientation, veteran status, physical or mental disability or other basis protected by law.