GENERAL SUMMARY/OVERVIEW STATEMENT

The Scheduling Practice Assistant provides master scheduling support to the Neuroscience department under general supervision and established policies. Supporting approximately 130+ physicians, this role involves managing room assignments, scheduling, care coordination, prior authorizations, in-basket management, and occasionally assisting with check-in/check-out. Strong communication, multitasking, and organizational skills are essential. This position reports to the Manager overseeing all administrative functions in the clinic.

PRINCIPAL DUTIES AND RESPONSIBILITIES

Master Scheduler

• Schedule follow-up appointments based on provider instructions.
• Provide administrative support for a subset of providers, including scheduling, insurance prior authorizations, and template changes.
• Manage EPIC in-basket pools for declined authorizations and patient cancellations.
• Assist with clinical check-in/out as needed:
• Check-out : Schedule follow-ups, coordinate with administrative assistants, print After Visit Summaries.
• Check-in : Validate appointments and IDs, collect co-payments, provide forms, and assist with PROMS questionnaires.

Room Grid Management

• Review clinic schedules and assign rooms daily using EPIC.
• Manage room requests for add-ons and clinics, sending assignments to providers and staff.
• Build weekly room grids and communicate availability with project teams.
• Track and adjust room schedules based on provider time off.
• Create weekly/monthly reports on room usage and other metrics.

Administrative Support

• Handle special projects as directed by leadership.
• Provide backup administrative support as needed.
• Perform additional duties as assigned.

QUALIFICATIONS

• Required : High School Diploma
• Preferred : Bachelor’s Degree; 3-5 years of experience in ambulatory medical practice or equivalent.
• Knowledge of EPIC master template and scheduling is preferred.

SKILLS/ABILITIES/COMPETENCIES REQUIRED

• Outstanding interpersonal and communication skills.
• Ability to function independently and within a team.
• Exceptional phone and customer service skills.
• Strong organizational, multitasking, and problem-solving abilities.
• Knowledge of medical terminology.
• Strong computer skills, including proficiency in Word, Excel, and spreadsheets.
• Attention to detail and critical thinking skills.