Receptionist and Scheduler

About Us

We are a patient-centered, physician-owned independent cardiology practice dedicated to delivering high-quality, compassionate cardiovascular care to our community. As a small, close-knit clinic, we value professionalism, teamwork, and a warm, welcoming environment for both patients and families.

We are seeking a Scheduler/Receptionist who is organized, reliable, personable, and able to manage a fast-paced front desk with accuracy and empathy.

Position Summary

The Scheduler/Receptionist is the first point of contact for our patients and plays a critical role in ensuring a smooth experience throughout the visit. This role is responsible for handling incoming calls, managing schedules, coordinating referrals, checking in/out patients, and supporting daily clinic operations. Success in this position requires attention to detail, excellent communication skills, and a strong commitment to patient service.

Key Responsibilities

Front Desk & Patient Interaction

• Greet patients warmly upon arrival and check them in/out efficiently
• Verify insurance information, demographics, and required documents
• Collect co-pays and process payments as needed
• Provide a comfortable, professional, and respectful environment for patients

Scheduling & Communication

• Answer a high volume of incoming calls with professionalism and courtesy
• Schedule new and established patient appointments, stress tests, and other in-office procedures
• Manage schedule changes, cancellations, and waitlists
• Contact patients for appointment reminders, prep instructions, and follow-up coordination

Administrative & Clinical Support

• Process referrals, prior authorizations, and medical record requests
• Route messages to the physician or medical assistant using the EMR
• Maintain accurate, up-to-date patient records
• Assist with scanning, faxing, mail, and general office tasks
• Support back-office staff as needed during busy clinic hours

Qualifications

Required:

• Previous experience in a medical office setting
• Strong communication and customer-service skills
• Familiarity with medical terminology
• Proficiency with EMR systems (willing to train on our specific platform)
• Ability to multitask and stay organized under pressure
• Professional demeanor and compassionate approach to patient care

Preferred:

• Experience in cardiology or another specialty practice
• Knowledge of insurance verification and prior authorization workflows
• Experience with scheduling diagnostic tests (e.g., echocardiograms, stress testing)

Work Environment

• Small, physician-owned cardiology clinic
• Direct contact with the physician and medical assistant
• Supportive teamwork-focused culture
• Predictable hours (no nights, weekends, or hospital call)

Compensation & Benefits

• Competitive salary based on experience
• Paid time off and holidays
• Retirement plan contributions
• Employee healthcare benefits
• Opportunities for skill development and expanded responsibilities

Pay: $ $25.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off

Education:

• High school or equivalent (Preferred)

Experience:

• scheduling: 3 years (Preferred)

Ability to Commute:

• Mequon, WI Required)

Work Location: In person