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Scheduling Coordinator

  • Job ID: 922848412
  • Status: Full-Time
  • Regular/Temporary: Regular
  • Hours:
  • Shift: Day Job
  • Facility: University of Pittsburgh Physicians
  • Department: HVI CardAdult PUH_Shady
  • Location: 4401 Penn Avenue, Pittsburgh PA 15224
  • Union Position: No
  • Salary Range: $15.88 to $24.98 / hour


University of Pittsburgh Physicians is seeking a full-time Scheduling Coordinator to support the UPMC Heart and Vascular Institute at UPMC Children's Hospital of Pittsburgh!

The Scheduling Coordinator will work with the Department of Pediatric Cardiology, which is the #2-ranked Cardiology and Heart Surgery program in the country!

The Scheduling Coordinator will schedule patient appointments and communicate with patients prior to and following receipt of outpatient services. Additional responsibilities include, but are not limited to, collaborating on overall care coordination for patients, organizing multiple patient clinic appointments and testings, coordinating discharge and return appointment information, communicating with physicians on care plans, maintaining patient demographics, and interacting with patients and others (on the telephone and in-person) in a courteous and respectful manner.

The ideal candidate for this position will have previous guest relations and scheduling experience, with exceptional communication skills being vital to this role. Proficient computer skills are also preferred, while a working knowledge of EPIC is a plus.


  • Request assistance from nurses, APPs, and/or physicians 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 letters 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, including 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 following up to ensure that each patient inquiry has been satisfied.
  • Promote the use of those services to consumers.
  • Ensure that the release of information is handled following the laws of confidentiality.
  • Observe both Health System and departmental policies and procedures.
  • Schedule all evaluations in a timely and efficient manner.
  • Appropriately interact with nurses, physicians, and other office support.
  • Ensure 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 all patients and families.
  • System and the ability to access those services.
  • 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 health care coverage and familiarity with medical terminology 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.
  • Working knowledge of EPIC is preferred.

Licensure, Certifications, and Clearances:

  • Act 31 Child Abuse Reporting with renewal
  • Act 33 with renewal
  • Act 34 with renewal
  • Act 73 FBI Clearance with renewal

UPMC has a Center for Engagement and Inclusion that is charged with executing leading-edge and next-generation diversity strategies to advance the organization’s diversity management capability and its national presence as a diversity leader. This includes having Employee Resource Groups, such as PRIDE Health or UPMC ENABLED (Empowering Abilities and Leveraging Differences) Network, which support the implementation of our diversity strategy. 

UPMC is an Equal Opportunity Employer/Disability/Veteran

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   Current UPMC employees must apply in HR Direct