Key Facts

Remote From:

Full time

Junior (1-2 years)

English

Hard Skills

Call Center Experience Cardiology Electronic Health Record Applications Care Coordination Data Entry Communication Platforms Telephony Patient Registration Process Management Order Management Process Improvement Regulatory Compliance Workplace Safety De-escalation Techniques

Other Skills

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Microsoft Excel
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Virtual Teams
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Microsoft Word
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Professionalism
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Client Confidentiality
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Communication
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Adaptability
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Active Listening
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Multitasking
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Time Management
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Teamwork
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Customer Service
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Organizational Skills
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Detail Oriented
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Problem Solving

Roles & Responsibilities

High school diploma or GED (required)
1 year of prior customer service experience in a high-volume, fast-paced environment (required)
Administrative or clerical experience with knowledge of medical terminology and procedures (required)
1–2 years scheduling experience in a call center or healthcare setting (preferred)

Requirements:

Schedule all outpatient cardiovascular diagnostic exams and appointments; pre-register patients with demographics, insurance, and required payments; respond to inquiries and verify orders before scheduling.
Provide centralized call handling: manage high-volume calls, route messages, de-escalate concerns, document interactions, and communicate with clinic staff.
Create or locate patient accounts in the EHR; perform real-time eligibility checks; verify referrals and authorizations; coordinate multi-resource appointments.
Maintain accurate documentation in the EHR and scheduling tools; support process improvements; ensure confidentiality and professional patient service.

Job description

Pay range: $22.30 - $30.11
Heart & Lung Specialists - Remote Oregon

ST. CHARLES HEALTH SYSTEM

JOB DESCRIPTION

TITLE: Cardiovascular Centralized Scheduling Specialist

REPORTS TO POSITION: Clinic Supervisor

DEPARTMENT: Patient Access Services

DATE LAST REVIEWED: March 2026

OUR VISION: Creating America’s healthiest community, together

OUR MISSION: In the spirit of love and compassion, better health, better care, better value

OUR VALUES: Accountability, Caring, Teamwork, and Safety

DEPARTMENT SUMMARY: St. Charles Health System operates numerous lines of clinical service including Primary Care, Urgent Care, Medical Specialties, Women’s Health, Post-Acute Care, Hospital Medicine, Emergency Medicine, Behavioral Health, Cardiovascular Services and Cancer Services. We encourage collaboration between clinical and non-clinical staff to ensure we provide our community with comprehensive and compassionate health care.

POSITION OVERVIEW: The Cardiovascular Centralized Scheduling Specialist is responsible for scheduling all cardiovascular diagnostic exams and outpatient appointments, ensuring accuracy and timeliness across multiple locations. This role also incorporates centralized call‑center responsibilities, providing telephone and digital support for patients, representatives, and provider offices. The position requires broad scheduling knowledge, the ability to process high‑volume calls, strong attention to detail, and adherence to clinic‑specific protocols. This role does not directly supervise other caregivers.

ESSENTIAL FUNCTIONS AND DUTIES:

Scheduling & Order Management

Pre‑registers patients in the registration system, accurately entering demographics, insurance, and required payments.
Schedules all outpatient diagnostic appointments accurately as ordered by the patient’s provider.
Responds to telephone inquiries and faxes from provider offices and clinics, selecting correct procedures from templates and entering information into the system.
Processes written orders, ensuring accuracy before scheduling.
Demonstrates strong knowledge of medical terminology, cardiovascular procedures, and scheduling protocols.
Prioritize scheduling work to ensure all details are addressed and documented.

Centralized Access & Call Handling

Provides telephone and digital support for patients, their representatives, and provider offices.
Handles a high volume of incoming calls quickly, professionally, and accurately.
Uses advanced listening skills to assess caller needs, including urgent or emergent situations, following established protocols.
Routes calls, messages, and requests appropriately and documents them clearly.
Addresses and de‑escalates patient concerns or routes them to the appropriate resource.
Communicate effectively with clinic staff regarding patient and provider requests.

Registration, Pre‑Arrival & Referral Processing

Creates or locates patient accounts in the electronic health record.
Collects and verifies demographic, insurance, and billing information.
Performs real‑time eligibility checks and updates patient profiles.
Ensures required referrals, authorizations, and documentation are complete before scheduling.
Identifies incomplete or conflicting information and follows up to resolve issues.
Coordinates appointments that require multiple resources such as providers, equipment, or room availability.

Documentation, Systems & Workflow Management

Accurately records patient messages, call reasons, and scheduling details in the EHR.
Maintains department files, programs, recall systems, and scheduling tools.
Follows department standards for documentation, message routing, and workflow.
Supports process improvements and departmental goals. Provides exceptional customer service in a manner that promotes goodwill and maintains professionalism.
Models the organization's mission, values, and standards in all interactions.
Supports continuous improvement efforts and participates in departmental initiatives.
Maintains confidentiality and complies with all organizational policies and regulatory guidelines.
Provides and maintains a safe environment for caregivers, patients, and guests.
Performs additional duties of similar scope as assigned.

EDUCATION:

Required: High school diploma or GED.

Preferred: Associate’s degree or higher.

LICENSURE/CERTIFICATION/REGISTRATION:

Required: N/A

Preferred: N/A

EXPERIENCE:

Required: 1 year of prior customer service experience in a high volume, fast-paced environment. Administrative or clerical experience. Knowledge of medical terminology and procedures. Experience handling a large volume of incoming calls.

Preferred: 1–2 years of scheduling experience in a call center or healthcare setting.

PERSONAL PROTECTIVE EQUIPMENT:

Must be able to wear appropriate Personal Protective Equipment (PPE) required to perform the job safely.

ADDITIONAL POSITION INFORMATION:

Skills & Abilities

Excellent communication skills and ability to represent St. Charles professionally.
Strong teamwork, collaboration, and customer service skills.
Ability to multi‑task, prioritize workload, and work independently.
Strong organizational skills and attention to detail.
Skilled in active listening, de‑escalation, and problem‑solving.
Proficiency with EHR systems and MS Office applications (Teams, Excel, Word).
Ability to adapt to frequent process changes and improvements.

PHYSICAL REQUIREMENTS

Continually: Sitting, keyboard use, speaking clearly, hearing normal speech.
Frequently: Standing, lifting 1–10 lbs., grasping/squeezing.
Occasionally: Bending, reaching overhead, carrying/pushing/pulling 1–10 lbs.
Rarely: Walking, stooping, kneeling, crouching, climbing stairs, lifting/pushing/pulling 11–15 lbs.
Never: Climbing ladders/step‑stools; lifting/pushing/pulling 25–50 lbs.; hearing whispered speech.
Environmental Exposure: None (no heat, cold, wet/slippery conditions, dust, noise, chemicals, vibration, or uneven surfaces).
BBP Exposure: No risk.

Schedule Weekly Hours:

Caregiver Type:

Regular

Shift:

First Shift (United States of America)

Is Exempt Position?

Job Family:

SCHEDULER

Scheduled Days of the Week:

Shift Start & End Time:

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