Call Center Specialist - Rancho Family Medical Group

Job Summary:

The intent of this job description is to provide a summary of the major duties and responsibilities performed in this job. Incumbents may be requested to perform job-related tasks other than those specifically presented in this description.

The Call Center Specialist is responsible for booking patients’ visits. This process includes greeting, identifying the needs of the patient, and scheduling an appropriate visit. The Call Center Specialist should help ensure the booking of an appointment is as pleasant an experience as possible.

Essential Job Duties: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Greet patients with a warm salutation and ends conversation with congenial closing.
• Consistently and accurately collect the patient’s personal and insurance information, including any necessary updates.
• Run patient insurance eligibility.
• Review provider schedules to ensure correct placement of appointments.
• Follow triage protocol as needed.
• Work cooperatively with others, including appropriate communication with patients, providers, support staff and administration.
• Route calls to appropriate departments when applicable utilizing a warm handoff.
• Attempt to answer questions prior to forwarding the patient’s question/concern via message.
• Send appropriate inbox messages for med refills, form status’, lab results, patient questions when applicable. Include all relevant information in the message.
• Communicate patient results when they are available and have been reviewed by the provider.
• Reschedule patients as needed due to scheduling conflicts.
• Encourage and help patients with MyChart set up.
• Comply with all company policies and procedures found in the employee handbook.
• Perform other duties and tasks as assigned by leadership.

Required education and experience: The requirements listed below are representative of the knowledge, skills, and/or ability required.

Minimum Education required:

• High school graduate or equivalent preferred.

Minimum Experience Required:

• Customer Service Experience: A minimum of 1–2 years of experience in customer service, preferably in a healthcare or call center environment.
• Healthcare Knowledge: Previous experience in a medical office, clinic, or healthcare-related call center is preferred but not required.
• Multitasking Skills: Demonstrated ability to handle high call volumes while maintaining accuracy and a positive attitude.
• Communication Skills: Strong verbal and written communication skills, with the ability to manage sensitive and confidential information professionally.

Minimum Knowledge and Skills Required:

• Bilingual Spanish is preferred.
• Ability to communicate effectively and congenially with patients and staff members in person and over the phone.
• Ability to exercise tact, initiative, and good judgement when interacting with patients and staff members.
• Basic office skills such as typing, transferring calls, etc.
• Organizational and problem-solving skills.
• Ability to work on the computer for long stretches of time.
• Ability to navigate and accurately input within the EMR system.
• Ability to accept supervision and feedback.