Job Details

New Patient Scheduler

We are seeking a highly organized and detail-oriented New Patient Scheduler to join our team. The New Patient Scheduler is responsible for managing incoming new patient referrals and leads, coordinating timely scheduling, and supporting communication between patients, referral sources, lead sources, and internal clinic teams. The ideal candidate will have excellent communication skills, strong attention to detail, and the ability to manage multiple scheduling priorities in a fast-paced healthcare environment.

Responsibilities

• Receive, verify, and process external referrals and incoming new patient leads for clinical appointments
• Contact patients to initiate scheduling based on urgency, provider availability, and clinic scheduling needs
• Monitor provider schedules to identify open appointment opportunities and help fill scheduling gaps
• Manage cancellations and match patients to available appointment openings
• Utilize systems and platforms such as eCW, HubSpot, BrightCall, voicemail, email, and fax to manage and follow up on incoming leads and referrals
• Maintain professional and timely communication with patients, referral sources, lead sources, and internal clinic teams
• Send scheduling confirmations to patients using approved templates and communication standards
• Create and update patient charts in the electronic medical record system
• Ensure patient, referral, and lead information is entered accurately and in a timely manner
• Escalate incomplete information, discrepancies, or scheduling concerns to the appropriate team members
• Collaborate with front office, PRC, marketing, clinical, and operations teams to support patient access and clinic flow
• Provide excellent customer service to patients, referral sources, and internal team members

Benefits

More than just pay, as a member of our team, you will have access to our comprehensive package of benefits that includes:

• Medical, dental, and vision insurance
• Life, AD&D, short-term and long-term disability coverage
• 401K retirement program
• Paid time off (PTO)
• Tuition reimbursement
• Employee-only perks and discounts

Requirements

• High school diploma or equivalent
• 1-2+ years of experience in a healthcare front office, scheduling, or referral coordination role preferred
• Experience working with electronic medical record systems; eCW experience preferred
• Experience with lead tracking or CRM platforms such as HubSpot preferred
• Excellent verbal, written, and interpersonal communication skills
• Ability to provide professional and timely communication by phone, email, fax, and electronic systems
• Knowledge of HIPAA restrictions and policy
• Ability to multitask, prioritize, and remain detail-oriented in a fast-paced environment
• Strong attention to detail with accurate data entry, documentation, and follow-through
• Proficient in Microsoft Office and electronic medical records systems

Physical Requirements

• Effective use of office equipment including computers, phones, copy/fax machines, and printers
• Ability to sit at a computer terminal for extended periods
• Ability to communicate effectively via telephone and in an active office environment
• Ability to lift up to 15 pounds at times

About Us

Join our dynamic team at Arizona Pain, a leading integrated pain clinic where collaboration and patient-centric care are at the core of our practice. Since 2015, we have helped thousands of Arizonans significantly reduce their pain -- without the use of narcotics. This makes us different.

Our facilities boast a multi-disciplinary approach, bringing together licensed professionals, including nurse practitioners, chiropractors, and doctors, to deliver comprehensive pain management solutions. When you join our team, you will be a part of something bigger than all of us. You will also be part of a team that works together to grow, achieve more, and change lives for the better.