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About the Role

The Scheduling Specialist coordinates and manages all aspects of patient appointment scheduling for Durable Medical Equipment (DME), Positive Airway Pressure (PAP) devices, and oxygen therapy services. This role ensures timely and efficient delivery, setup, maintenance, and pickup of medical equipment while providing exceptional customer service. The lead specialist serves as a subject matter expert, conducts new hire training, and mentors the team.

Responsibilities

Schedule and coordinate delivery appointments for DME, PAP, and oxygen equipment.
Manage appointments for new equipment and coordinate multi-visit installations.
Arrange routine maintenance visits, equipment exchanges, and compliance checks.
Schedule pickup appointments for returned, discontinued, or recalled equipment.
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 schedule changes or delays.
Manage patient inquiries regarding appointment scheduling and provide exceptional customer service.
Collaborate with physicians' offices, home health agencies, and hospital discharge planners to coordinate equipment delivery.
Handle scheduling changes, cancellations, and rescheduling requests efficiently.
Resolve scheduling conflicts and optimize appointment slots.
Maintain accurate scheduling records, patient contact information, and appointment outcomes.
Generate daily, weekly, and monthly scheduling reports and performance metrics.
Utilize scheduling software, route optimization tools, and patient management systems effectively.
Update patient scheduling preferences, special delivery instructions, and access requirements.
Follow established scheduling protocols and procedures.
Support quality assurance initiatives and maintain compliance with operational standards.
Maintain patient confidentiality and function within HIPAA guidelines.
Complete assigned compliance training and other education programs.
Maintain compliance with AdaptHealth's Compliance Program.

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.
One (1) year of work-related experience.
For Senior Level: One (1) year of work-related experience plus Two (2) years exact job experience.
For Lead Level: One (1) year of work-related experience plus Four (4) years exact job experience.
Extended sitting at computer workstations with repetitive keyboard and mouse use.
Occasional standing, bending, and lifting to 20 pounds.
Proficiency with computers, office equipment, telecommunications systems, and scheduling software applications.
Sustained concentration, diligence, and ability to manage confidential patient information with discretion.
Ability to work independently with minimal supervision.
Flexibility for occasional extended hours during emergency situations or peak operational periods.

Skills

Scheduling Expertise
Technical Proficiency
Healthcare Industry Knowledge
Communication Skills
Organizational Skills
Problem-Solving
Professional Attributes
Work Style

Location

New Berlin, WI

Work Type

IN OFFICE
full-time

Experience Level

Entry Level
Senior Level
Lead Level

Education Level

High school diploma or equivalent
Associate’s degree