Patient Scheduler

• South Bend, IN
• Outpatient Scheduling
• Beacon Health System
• Full-time - Day - Monday - Friday 8:30 - 5:00
• Req #: 220609
Posted: January 7, 2026-->

Summary

Reports to the Director, Assistant Director, Manager, or designee. In accordance with policies and procedures provides for the daily scheduling of patients. Prepares reports on the provision of services to the clinical and/or professional team per established schedule. Communicates with managers, assistant directors, supervisory nurses, and recruitment staff to ensure patients are scheduled appropriately and their needs are being met.

MISSION, VALUES and SERVICE GOALS

• MISSION: We deliver outstanding care, inspire health, and connect with heart.
• VALUES: Trust. Respect. Integrity. Compassion.
• SERVICE GOALS: Personally connect. Keep everyone informed. Be on their team.

Scheduling:

• Maintains high and up to date knowledge of requirements for all procedures, protocols and various departments scheduling criteria.
• Effectively implements departmental procedure and protocol updates as they occur (may be communicated through email, updated guidelines or meetings).
• Demonstrates the ability to work at a fast pace and maintains accuracy of details for each procedure scheduled.
• Effectively handles rapid changes and the addition of new departments.
• Schedules patient's visits in a timely manner, ensuring that appointment(s) along with all information is complete and accurate.
• Coordinates as needed with other departments.
• Answers phones maintaining a high priority on customer service.
• Uses tools and resources available to problem solve in an accurate and timely manner.
• Maintains a basic working knowledge of insurance networks.
• Obtains precertification data from physician's office and does compliance checking on required procedures.
• Follows established protocol to ensure ordering physician & their national provider number is in scheduling software prior to scheduling and uses appropriate mechanism to add if necessary.
• Ensuring patient is being scheduled for correct procedure based off diagnosis and information given by physician's office per Radiology protocols.
• At point of scheduling verify orders in Cerner, placed by BMG physicians, are complete and accurate.

Order Management:

• Verifies that orders are complete and accurate with all necessary elements of a valid order per policy.
• Works to secure a valid and complete order by communicating to office, when necessary, elements of the order, or other important process information are missing.
• Verifies that procedure scheduled matches order received.
• Works with verification team to ensure a prior authorization is obtained before patient arrives for testing. Rescheduling / cancelling patients as needed.
• Schedules patients for ancillary departments through email request or Order to Trigger process.
• Runs varies reports and completes as necessary.
• Check and follow up on voice mail in a timely manner.

Communication:

• Demonstrates positive, friendly, confident, cheerful demeanor, even in stressful situations to ensure a positive experience for all customers.
• Communicates in a respectful, positive way with co-workers and other hospital staff.
• Remains effective, thorough, and open when communicating problems in scheduling of procedures and sees them to resolution.
• Ensures confidentiality when handling patient information.
• Communicates identified problems to appropriate leadership and participates in a resolution when necessary.
• Sends detailed notifications via e-mail as appropriate to departments for various patient conditions or pertinent patient information in a timely manner.
• Maintains and organizes e-mail efficiently and effectively.
• Maintains accurate alerts/notes in scheduling system using established protocol.

Contribute to the overall effectiveness of the department:

• Completes other job-related duties and projects as assigned.
• Monitors office supply needs and notifies appropriate person to order.
• Assigned Associate receives and stores ordered supplies in a timely and organized fashion.
• Remains open to learning any tasks in the department and filling in based on need or vacancy.
• Assists other members of the department to support and enforce policies and procedures to prevent financial loss.

ORGANIZATIONAL RESPONSIBILITIES

Associate complies with the following organizational requirements:

• Attends and participates in department meetings and is accountable for all information shared.
• Completes mandatory education, annual competencies and department specific education within established timeframes.
• Completes annual employee health requirements within established timeframes.
• Maintains license/certification, registration in good standing throughout fiscal year.
• Direct patient care providers are required to maintain current BCLS (CPR) and other certifications as required by position/department.
• Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.
• Adheres to regulatory agency requirements, survey process and compliance.
• Complies with established organization and department policies.
• Available to work overtime in addition to working additional or other shifts and schedules when required.

Commitment to Beacon's six-point Operating System, referred to as The Beacon Way:

• Leverage innovation everywhere.
• Cultivate human talent.
• Embrace performance improvement.
• Build greatness through accountability.
• Use information to improve and advance.
• Communicate clearly and continuously.

Education and Experience

• The knowledge, skills, and abilities as indicated below are normally acquired through the successful completion of a High School Diploma or Equivalent. A minimum of 1 to 2 years of job-related experience is required. Medical terminology is preferred.

Knowledge & Skills

• High school or commercial training with classes in typing and English.
• Ability to keyboard 40 wpm (minimum and file accurately).
• Ability to read, write legibly, and to perform and understand detailed instructions.
• Previous scheduling experience in medical background desired.

Working Conditions

• Constant exposure to noise and distraction.
• Minimal exposure to environmental hazards.

Physical Demands

• Sitting for long periods of time in front of a computer monitor.