Appointment Scheduler

Your Responsibilities:

Scheduling

• Schedule new patients using our internal software. This entails some copy and pasting.
• Creating Charts: this requires extreme levels of attention to detail. You need to check a lot of data points and ensure that information is correctly entered. You will need to learn quite a few rules on how to handle specific types of patients.
• Contacting potential patients via email with further instructions. These instructions are templated, but you will need to write personalized emails from time to time. These interactions need to be professional, customer-friendly, and kind in tone (many of our patients are anxious or worried)
• Add patients to our waitlist and map them to one of our 35 clinicians. This includes learning about the specialties of these clinicians.
• Transferring patients into Simple Practice, our main patient management and billing platform. This includes typing or copying and pasting insurance data and setting up client accounts. This task can be repetitive, so check in with yourself if you are okay with repetitive and somewhat tedious tasks.
• You will also schedule patients for their intake and first regular therapy session. This may require emailing the patient multiple times and tracking these interactions.
• Following up with patients on the waitlist. Waitlisted patients may need to be contacted to provide or require additional information.
• For new patients, you may need to perform a health insurance, to verify that their insurance covers our treatment. This entails visiting a website and entering insurance information manually.

Characteristics we look for:

• This job can be repetitive and requires a lot of attention to detail. Many people may find this work repetitive, but some enjoy following these procedures. Before applying, please ask yourself if this is the kind of work you would enjoy.
• We look for some flexibility in your schedule (within limits). One day, your work may be done in 2 hours, on others it may take 4. 
• Our admins are able to speak to patients when they are impatient and maybe upset. We are looking for kind and customer-oriented employees.
• You will be successful here if you are a good communicator. We need to know what is going on, what problems you are encountering, and we need to be able to reach you.
• This is remote work, and you will have the flexibility to schedule your 10-20 hours of work. We will ask you to be self-paced and a self-starter.
• Did we mention attention to detail? When you reply to us can you just mention the word sleep walker, so we know that you have actually read this summary. 
• You will be handling a lot of sensitive information. We will ask you to sign a confidentiality agreement. Any mishandling of client information would be reason for immediate termination.

What will your workday look like?

• Let’s assume you are working about 16 hours per week. You will be able to coordinate with our staff to take two full days (say Monday and Tuesday) or the mornings of 4 days.  
• You will be working with two admins who have been working for us for many years. They will perform most of the training. In the beginning, during onboarding, you will be connecting frequently with SFPGH’s leadership
• Client requests come in during the day and need to be processed quickly. Aside from this, you will have other tasks like scheduling that are not top priority but need to be completed during your work hours. 

Growth Opportunities

• We have a lot of long-tenured staff, and some of them may retire. We are also growing as a business. This may mean that we will ask you for more hours in the future and expand your responsibilities
• We will train you on all of our existing procedures. 

Hours Location, etc

• This job can be done completely remotely.
• We have a Bring-Your-Own-Device policy. You can use your own computer, but we would ask that it not be shared with others in your household. This computer needs to be able to run the most up-to-date version of Google Chrome.
• Most of our client requests come in during normal business hours in Eastern Time. If you are in a different time zone, you would need to be available during regular business hours in Pittsburgh
• The entry pay for this role is $18