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Scheduling Coordinator

  • Job ID: 225522515
  • Status: Full-Time
  • Regular/Temporary: Regular
  • Hours:
  • Shift: Day Job
  • Facility: University of Pittsburgh Physicians
  • Department: 65154 POP11 NEUSRG PUH
  • Location: 200 Lothrop St, Pittsburgh PA 15213
  • Union Position: No
  • Salary Range: $15.42 to $24.25 / hour


University of Pittsburgh Physicians is seeking a full-time Scheduling Coordinator to support the Department of Neurosurgery at UPMC Presbyterian!

Travel is required for this position, as the Scheduling Coordinator will work out of the UPMC Spine Center office in Wexford every Monday. Mileage is reimbursed beyond the normal daily commute.

The Scheduling Coordinator will schedule patient appointments and communicate with patients prior to and following receipt of outpatient services. Additional duties include, but are not limited to, maintaining patient demographics, interacting with patients and others (on the telephone and in person) in a courteous and respectful manner, scheduling surgeries, checking patients in and out for their appointments, obtaining authorizations, investigating scheduling issues/errors, gathering information and tracking trends, and transporting materials between offices.

The ideal candidate for this position will be motivated and able to work independently, and will have strong computer and phone communication skills. A high level of professionalism is vital for this role, as is the ability to communicate effectively with patients and staff. Previous patient scheduling experience is highly preferred, as well.

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


  • 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 healthcare 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.
  • Strong phone etiquette/communication skills highly preferred.

Licensure, Certifications, and Clearances:
  • Act 34

  • UPMC is an Equal Opportunity Employer/Disability/Veteran

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