Medical Scheduler

We are seeking a highly organized and detail-oriented Scheduler to coordinate patient visits for our Hospital at Home Program. This role manages patient referrals, schedules Nurses and Therapy staff, maintains accurate patient records, and ensures timely appointment coordination while serving as the main liaison between the hospital, patients, and clinicians. As the program grows, the role will also support broader home care and after-hours scheduling, requiring excellent organizational, communication, and multitasking skills in a fast-paced healthcare environment.

• Monitor and manage incoming patient referrals received from Mayo Clinic/Dispatch Health via the Dispatch Health portal and emails throughout the day.

• Review and accept patient visit requests through the Dispatch Health Portal.

• Create and maintain new patient profiles within the BrightStar Care ABS system.

• Coordinate patient visits based on requested appointment times and clinician availability.

• Schedule and assign Nurses (RN/LPN), Physical Therapists (PT), Occupational Therapists (OT), and other clinicians to patient visits.

• Ensure all patient visits are scheduled accurately and within required service timeframes.

• Communicate scheduling updates to clinicians and internal stakeholders.

• Maintain accurate documentation of all scheduling activities.

• Coordinate clinician availability to ensure adequate coverage for all scheduled visits.

• Monitor schedule changes, cancellations, reschedules, and clinician call-offs.

• Quickly identify replacement clinicians when necessary to maintain uninterrupted patient care.

• Assist with schedule optimization to maximize clinician utilization while meeting patient needs.

• Collaborate with Operations and Clinical Leadership to resolve scheduling conflicts.

• Review completed clinician documentation and upload into the patient chart in ABS and to the Dispatch Health site.

• Follow up with clinicians who have not submitted completed documentation for visits completed that day or previous.

• Build and maintain accurate patient information within ABS.

• Utilize the Dispatch Health Portal to receive, accept, and manage patient referrals.

• Manage clinician schedules using our communications platform.

• Utilize Microsoft Outlook for communication and appointment coordination.

• Maintain accurate scheduling records and documentation across all systems.

• Serve as the primary scheduling liaison between the Hospital at Home program and internal clinical staff.

• Maintain timely communication with nurses, therapists, and operations personnel regarding schedule updates.

• Respond professionally to scheduling inquiries and coordinate resolutions promptly.

• Escalate scheduling concerns or operational issues to management when necessary.

• As operational needs evolve, the Scheduler may also:

• Support general BrightStar Care scheduling activities.

• Assist with caregiver scheduling outside the Hospital at Home program.

• Participate in after-hours scheduling rotation.

• Cross-train to support multiple scheduling workflows across the organization.

• Previous experience in scheduling, workforce coordination, dispatch, or healthcare operations.

• Strong organizational and multitasking skills.

• Excellent attention to detail with the ability to maintain accurate records.

• Strong written and verbal communication skills.

• Ability to work independently with minimal supervision.

• Comfortable working in a fast-paced, deadline-driven environment.

• Proficient in Microsoft Office (Outlook, Excel, Word).

• Ability to quickly learn new software platforms.

• Experience in home healthcare or healthcare scheduling (preferred).

• Experience scheduling Nurses, Therapists, or other healthcare professionals (preferred).

• Familiarity with healthcare terminology and patient scheduling workflows (preferred).

• Experience working with BrightStar Care ABS (preferred).

• Experience using Dispatch Health Portal or similar healthcare referral platforms (preferred).

• Experience using Connecteam or other workforce communications platforms (preferred).

At Clark Outsourcing, we’re redefining what it means to work in a BPO. This isn’t your regular office setup - it’s where careers flourish, friendships grow, and fun is always part of the deal. Our culture is unmatched (seriously, our team swears by it), and we promise you’ll have to experience it yourself to believe it.

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At CO, it’s not just about work - it's about loving where you work. Ready to experience the best workplace ever? We can’t wait to welcome you to the team!