Scheduling Secretary

Title: Scheduling Secretary

Location: 1111 Leffingwell Ave. NE, Grand Rapids, MI 49525 (Candidates must live in Michigan or be willing to relocate.)

Hours: Full Time - Monday-Friday, 8AM-5PM

Work Environment: Hybrid

About Us

Orthopaedic Associates of Michigan (OAM) is proud to be West Michigan’s most established orthopaedic practice. Our physicians and team members provide exceptional, individualized care for patients of all ages. As the most comprehensive independent provider of musculoskeletal care in the region, we provide total care from diagnosis, to treatment, to rehabilitation.

Patients at OAM, will have access to our Specialized Surgeons, Physical and Occupational Therapists, Pool Therapy, onsite and cost effective MRI and X-ray services, and orthopaedic bracing, as well as our Bone Health Clinic, OAM Now Urgent Orthopaedic Care Clinic, and Surgery Center at MidTowne – all of which are committed to optimizing your outcome.

Our teams work together to maximize and adjust treatment quickly and easily, resulting in a smoother, faster recovery for patients. From neck to toe, and from traumatic injuries to chronic conditions, patients will receive compassionate care that will get them back to living. Patient goals our goals – we will restore their health so they are functioning as fully as possible in the activities they love at home, work, and play.

Position Summary

As a Scheduling Secretaryat OAM, you will be responsible for scheduling patient appointments for your assigned providers. You will speak with both new and existing patients, mainly via phone, in order to make sure that they are scheduled within a timely manner. This role requires that you can work in a fast-paced environment while still maintaining the utmost attention to detail. For some patients, you may be the very first interaction they have with OAM, so it is incredibly important that you have excellent communication and customer service skills.

Essential Responsibilities

• Schedule Independent Medical Examinations, new patient and referrals, and follow-up appointments.
  • Make and take a high volume of daily phone calls and follow up on voicemails while maintaining a professional, kind, and compassionate manner.
• Follow up on all missed appointments by following up with the patient to reschedule, or providing accurate documentation in the case that rescheduling is not an option.
• Maintain the master schedules for OAM providers according to each provider’s preferences.
  • Schedule personal appointments and coordinate meetings as requested by the providers.
• Facilitate all necessary communication with patients and referring providers to ensure that OAM providers have access to x-rays, test, etc. prior to appointments.
• Create patient records. Obtain and document relevant patient information in the EMR system.
• Maintain the strictest confidentiality by following HIPAA and OAM guidelines and procedures.
• Coordinate with different departments and staff across OAM to ensure that the correct appointments are being made for the correct providers.
• Other duties as assigned by management.

Required & Preferred Qualifications

Education, Training, and Experience:

• Required:
  • 2+ years of experience working in a healthcare setting.
    • Experience/exposure to Electronic Medical Records.
    • Basic understanding of healthcare terminology.
  • High School Diploma/GED.
• Preferred:
  • 2+ years of experience scheduling for a multi-provider medical practice.
  • Experience with NextGen.

Specific Skills, Knowledge, and Abilities:

• Exceptional customer service skills.
• Strong verbal and written communication skills; high degree of comfort with taking and making 100-150 phone calls/day.
• Ability to multi-task while remaining very detail-oriented in a fast-paced environment.
• Highly organized and self-motivated; able to work independently.
• Ability to be flexible and cover scheduling desks wherever needed.
• Great problem solving and critical thinking skills.
• Knowledge of HIPAA guidelines and requirements.
• Must be computer savvy and proficient in MS Office.

Motor, Sensory, and Physical Requirements:

• Ability to sit for long periods of time.
• Some bending, stooping, lifting, and reaching required.
• Ability to lift up to 50 pounds (on rare occasions).
• Manual dexterity required to operate modern office equipment.
• Must have normal or correctible range of hearing, speech, and eyesight.