SPECIALTY SCHEDULER (IR)- days

Carilion Clinic•Roanoke, VA

2d•Onsite

About The Position

HOURS: Primarily Monday - Friday; 8:30 a.m. - 5:00 p.m. The Ambulatory Procedure Scheduler coordinates and schedules outpatient procedures and biopsies while serving as the frontline of the department. This role requires exceptional customer service, professional phone etiquette, and the ability to manage multiple phone lines, in-person requests, and patient check-ins simultaneously. Team members may also assist with check-in for other departments as needed and must be flexible in a fast-paced environment. Strong attention to detail is essential, as the scheduler coordinates procedure appointments, laboratory dates, referrals, and presurgical testing to ensure accurate patient instructions and procedural readiness. Responsibilities include preparing next-day check-in packets and communicating patient information appropriately to clinical staff. Success in this role requires teamwork, efficiency, adaptability, and consistent demonstration of respect, empathy, and professionalism in all interactions. This is Carilion Clinic ... An organization where innovation happens, collaboration is expected, and ideas are valued. A not-for-profit, mission-driven health system built on progress and partnerships. A courageous team that is always learning, never discouraged and forever curious. Headquartered in Roanoke, Va., you will find a robust system of award-winning hospitals, Level 1 and 3 trauma centers, Level 3 NICU, Institute of Orthopedics and Neurosciences, multi-specialty physician practices, and The Virginia Tech Carilion School of Medicine and Research Institute. Carilion is where you can make your own path, make new discoveries and, most importantly, make a difference. Here, in a place where the air is clean, people are kind and life is good. Make your tomorrow with us. Communicates consistently with providers, department leadership, and interdisciplinary team members regarding patient appointments, procedures, biopsies, and surgery-related information. Owns communication of scheduling changes and updates, ensuring all departments are informed to support safe, efficient, and high-quality patient care. Answers and manages multiple telephone lines, screens calls, takes messages, and provides timely and accurate information to patients, providers, and staff. Schedules and coordinates outpatient procedures and biopsies, ensuring accuracy and alignment with clinical and operational requirements. Distributes patient information to key personnel via Epic, phone, fax, or email as appropriate. Accurately documents patient and procedural information in Epic. Notifies patients of all procedure-related appointments and documents all communication in the patient medical record. Manages assigned block time, communicates with other schedulers to identify, release, or utilize open time, and implements appropriate actions related to cancellations. Documents procedural details, including anesthesia information, on appropriate electronic calendars and systems. Demonstrates strong proficiency with technology, including Epic and Microsoft Office applications (Excel, Word), Microsoft Teams, email systems, and other scheduling and communication platforms, while adapting to frequent system updates and workflow changes.

Requirements

High School diploma or equivalent education required.
Computer and word processing knowledge and experience required.
Keyboarding skills are essential.
Effective interpersonal, communication and teamwork skills required.
Must successfully complete orientation and competency validation for position.
Above average organizational skills with attention to detail in work.
Strong skill in reading, writing, spelling, grammar, punctuation and mathematical calculations.
Maintains composure under pressure.
Diffuses tension through effective communication.

Nice To Haves

Medical terminology preferred.
Knowledge of CPT coding preferred.

Responsibilities

Communicates consistently with providers, department leadership, and interdisciplinary team members regarding patient appointments, procedures, biopsies, and surgery-related information.
Owns communication of scheduling changes and updates, ensuring all departments are informed to support safe, efficient, and high-quality patient care.
Answers and manages multiple telephone lines, screens calls, takes messages, and provides timely and accurate information to patients, providers, and staff.
Schedules and coordinates outpatient procedures and biopsies, ensuring accuracy and alignment with clinical and operational requirements.
Distributes patient information to key personnel via Epic, phone, fax, or email as appropriate.
Accurately documents patient and procedural information in Epic.
Notifies patients of all procedure-related appointments and documents all communication in the patient medical record.
Manages assigned block time, communicates with other schedulers to identify, release, or utilize open time, and implements appropriate actions related to cancellations.
Documents procedural details, including anesthesia information, on appropriate electronic calendars and systems.
Demonstrates strong proficiency with technology, including Epic and Microsoft Office applications (Excel, Word), Microsoft Teams, email systems, and other scheduling and communication platforms, while adapting to frequent system updates and workflow changes.