New Patient Scheduling Coordinator

Performs diversified clerical and customer service duties in support of the activities of the CMC Primary Care Access Line.

Qualifications - Internal


Under the direct supervision of the manager of the Primary Care Access Line and within established Catholic Medical Center, and departmental policies and procedures, the incumbent performs the following functions:

  1. Schedules and coordinates new patient appointments for the Primary Care practices within CMC PPA.
  2. Utilizes appropriate computer systems to schedule appointments and update patient information.
  3. Enters accurate patient information into appointment notes and patient registration as required.
  4. Sends out new patient packets.
  5. Manages provider waitlist and contacts patients to schedule appointments in a timely manner.

  1. Notifies patients via U.S. postal mail in regard to new patient packets, when they are unable to reach the patient by phone.

  1. Notifies appropriate personnel of all schedule changes and provider updates.

  1. Retrieves voice mail messages, makes arrangements for emergent and priority scheduling of appointments, and inputs appointment information into the computer systems.

  1. Handles multiple phone calls/messages.

  1. Requests patient record from previous primary care providers and facilities required for patient visits.

  1. Works with practice manager to resolve patient related issues or concerns.

  1. Contacts previous primary care provider and external facilities to track the status of previous medical records.

  1. Updates in phone notes the status of prior medical records requests.

  1. Tracks & schedules patients using the department's Microsoft Excel intake spreadsheet and required new patient intake form located within the departments health information system.

  1. Opens, scans, indexes and documents new patient forms and records received by the patient or external providers.

  1. Verifies patient information is accurate by reviewing and updating as needed, in the Health Information System using the completed forms received from new patients.

  1. Checks Access PSR flags sent by the Urgent Care Department on a daily basis. Responds to flags by contacting patients to schedule new patient visits.

  1. Runs and manages reports as requested by the practice manager.

  1. Participates in appropriate role in disasters, fire drills, fires and other emergency situations.

  1. Exercises care in the use and operation of equipment and reference materials. Performs routine maintenance to ensure continued functioning of equipment. Maintains work area in a clean and organized manner.

  1. Performs similar or related duties as requested or directed.


  • High school graduate or equivalent.
  • Associates degree preferred


  • Minimum one year medical office experience.
  • Experience in computer software applications, including Microsoft Excel and Microsoft Word experience desired.