Scheduling Specialist
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Job Description
Scheduling Specialist at AdaptHealth responsible for coordinating patient appointments for medical equipment delivery and ensuring compliance with operational standards. Providing exceptional customer service to patients and healthcare providers.
Responsibilities:
- Schedule and coordinate delivery appointments for DME, PAP, and oxygen equipment with patients
- Manage appointments for new equipment and coordinate multi-visit installations for complex medical devices
- Arrange routine maintenance visits, equipment exchanges, and compliance checks in accordance with manufacturer requirements and patient care plans
- Schedule pickup appointments for returned, discontinued, or recalled equipment while ensuring proper documentation
- Prioritize and expedite scheduling for critical patient needs including emergency oxygen deliveries, CPAP equipment failures, and urgent equipment replacements
- Coordinate after-hours and weekend service delivery when required
- Contact patients to confirm appointments, provide delivery time windows, and communicate any schedule changes or delays
- Manage patient inquiries regarding appointment scheduling and provide exceptional customer service throughout the scheduling process
- Collaborate with physicians' offices, home health agencies, and hospital discharge planners to coordinate equipment delivery timing with patient discharge and treatment plans
- Maintain accurate scheduling records, patient contact information, and appointment outcomes in scheduling systems
- Generate daily, weekly, and monthly scheduling reports and performance metrics for management review
- Utilize scheduling software, route optimization tools, and patient management systems effectively
Requirements:
- High school diploma or equivalent required
- Associate’s degree in business administration, Healthcare Administration, or related field preferred
- Previous experience in healthcare scheduling, customer service, or administrative support preferred
- Knowledge of healthcare scheduling best practices, patient care coordination, and medical equipment delivery coordination with relevant experience
- Advanced proficiency in scheduling software, route optimization tools, Microsoft Office Suite, and patient management systems with ability to learn modern technologies quickly
- Understanding of DME, PAP, and oxygen therapy equipment, patient care requirements, and healthcare delivery timelines with awareness of medical equipment urgency levels
- Excellent verbal and written communication skills with professional phone manners for patient interactions and ability to coordinate with healthcare providers and internal teams
- Exceptional time management, diligence, multitasking abilities, and capacity to manage competing priorities in fast-paced healthcare environment
- Strong analytical thinking, critical thinking skills, and ability to resolve scheduling conflicts while maintaining patient satisfaction and operational efficiency
- Empathy and patience when dealing with patients, professional ethics, adaptability to changing schedules, and commitment to providing exceptional customer service
- Ability to work independently with minimal supervision while collaborating effectively with cross-functional teams and contributing to department objectives
Benefits:
- Maintains patient confidentiality and functions within the guidelines of HIPAA
- Completes assigned compliance training and other education programs as required
- Performs other related duties as assigned
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