Job Description

Job Title: Scheduling Coordinator
Job ID: 711184
Status: Casual
Regular/Temporary: Limited
Shift: Day Job
Department: POP12 Stroke
Location: 1400 Locust Street, Pittsburgh PA 15219


University of Pittsburgh Physicians is seeking a casual Scheduling Coordinator to support the UPMC Stroke Institute at UPMC Mercy! The Scheduling Coordinator will work approximately eight hours per week, and the department will work around the employee's schedule!

The Scheduling Coordinator will schedule patient appointments and communicate with patients prior to and following receipt of outpatient services. They will also maintain patient demographics, and interact with patients and others (on the telephone and in person) in a courteous and respectful manner.


  • Act as a reference for any patient questions, and follows up to assure that each patient inquiry has been satisfied.
  • Answer incoming calls in a timely and efficient manner.
  • Appropriately interact with the Transplant Nurse Coordinator and physician.
  • Assist the Manager in supervision and coordination of the activities of the secretarial staff of the department.
  • Assure phone contact with patients and referring physician/office regarding essential follow-up in a timely and professional manner.
  • Assure that the release of information is handled following the laws of confidentiality.
  • Back up medical records technician in creating, maintain, and retrieve patient records.
  • Complete appropriate forms, consistent with insurance requirements, and follows up on any incomplete or inaccessible information to assure a completed record.
  • Courteously respond and follow up with physician request in scheduling.
  • Demonstrate thorough knowledge of the programs and services of the UPMC Health
  • Ensure the security, safekeeping, and timely return of all records, which are retrieved and provided to requesters for review.
  • Enter information into the EPIC system.
  • Function as intermediary and receptionist in the office of the Manager, to include greeting visiting physicians, patients, representatives of pharmaceutical companies, and equipment manufacturers.
  • Gather and record demographic, financial, and insurance information on each patient/family member/guarantor during the initial intake interview, which may take place either in person or over the phone.
  • Generate form letter to all new patients.
  • Greet patients and others, answer telephone calls, and deliver messages to the staff.
  • Instruct patient or family member/significant other concerning available services and programs for financial assistance and pertinent general patient information.
  • Maintain a positive attitude, characterized by caring, concern, and support for patients, visitors, medical staff, and co-workers.
  • Demonstrate, on a consistent basis, the behaviors which comprise The Basics of Service Excellence.
  • Maintain both self and work area in a manner consistent with a professional environment.
  • Observe both Health System and departmental policies and procedures.
  • Oversee the preparation and coordination of all correspondence related to private patients, research patients, and referring physicians.
  • Photocopy correspondence and documents as requested.
  • Promote the use of those services to consumers.
  • Provide assistance to adult and geriatric patients.
  • Provide clinic schedule when requested by physician or clinic staff.
  • Provide coverage in absence of department secretaries.
  • Provide statistical data to physicians when requested.
  • Request assistance from nurse coordinators and/or MD, if there is a question of severity of illness or symptoms.
  • Respond to requests for general information and screens incoming calls, referring them to appropriate individuals.
  • Responsible for ordering and managing office supplies inventory.
  • Responsible for scheduling of patients.
  • Restate patient appointment time, physician, Outpatient Clinic location, and parking instructions.
  • Schedule all Transplant evaluations in a timely and efficient manner.
  • Schedule all new and returning patients with appropriate physicians.
  • Schedule all return patient appointments and extraneous testing upon discharge from the outpatient department.
  • Schedule patient appointments utilizing automated scheduling system and provides back up in entering orders into the clinical support system.
  • Some functions may also be delegated to other secretaries as deemed necessary.
  • System and the ability to access those services.
  • Type correspondence, memoranda, reports, forms, etc. for the staff when necessary.


  • Bachelor's Degree AND one year of experience in a related fiscal/admission/registration function
  • OR two years of college, business school education, or medical secretary training AND 1-2 years of experience
  • OR equivalent combination of education and experience required.
  • Knowledge of third-party health care coverage and familiarity with medical terminology are required, including an understanding of Blue Cross, Medicare, Medical Assistance, and commercial insurance coverage for hospitalization and outpatient service.
  • Excellent written and verbal communication skills are required.
  • Experience in guest relations is preferred.
  • Experience with computer-based systems preferred.
  • Must function well under stressful conditions.

    Licensure, Certifications, and Clearances:
  • Act 34 Criminal Clearance

UPMC is an equal opportunity employer. Minority/Females/Veterans/Individuals with Disabilities

Salary Range: $14.53 to $22.86

Union Position: No

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