POSITION SUMMARY: The Communications Specialist manages patient appointment scheduling and communication through phone and text platforms. This role provides timely, accurate, and compassionate responses to patient inquiries, ensures efficient scheduling, and maintains clear communication between patients and the clinic.

KEY RESPONSIBILITIES:

• Answer incoming calls, assess patient needs, and schedule, reschedule, or cancel appointments accordingly.
• Respond to patient messages via the clinic’s secure texting platform in a professional and timely manner.
• Verify patient demographics, contact, and insurance information and update records as needed.
• Provide basic information about services, office policies, and provider availability.
• Route clinical questions or urgent concerns to the appropriate provider team or department.
• Document all interactions in the electronic medical record (EMR) system.
• Answer and direct incoming phone calls to the appropriate department.
• Manage direct referrals and schedule the patient accordingly.
• Assist with administrative projects and clerical tasks as assigned.
• Maintain patient confidentiality at all times.
• Perform additional duties as assigned.

Qualifications

REQUIRED SKILLS & COMPETENCIES:

• Excellent verbal and written communication skills.
• Strong customer service and problem-solving abilities.
• Ability to multi-task in a fast-paced environment.
• Strong attention to detail and accuracy.
• Commitment to maintaining patient confidentiality
• Proficient computer skills.
• Ability to maintain professionalism under pressure.

MINIMUM QUALIFICATIONS:

• High school diploma or equivalent.
• Previous scheduling or customer service experience preferred.
• Medical terminology or office experience a plus.

WORK ENVIRONMENT: This position operates in an office environment within a medical practice. The role involves prolonged periods of sitting and using a computer, headset, and phone system.

PHYSICAL DEMANDS: The employee is regularly required to sit, talk, hear, and use hands for typing and data entry. The role may require occasional lifting of up to 20 pounds. Visual acuity and hearing ability are essential for accurate communication and scheduling.