Office Visit Scheduler (at Patient Contact Center)

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Centers for Gastroenterology’s mission is to deliver the highest quality Gastrointestinal healthcare in Northern Colorado. We respect our patients, our referring providers, and our business partners; we respect each other and our communities.

General Summary

The Office Visit Scheduler will be the first point of contact for many patients. This person has the responsibility to make a good impression by demonstrating a pleasant, helpful, and comforting manner while making appointments, directing calls, and answering patient questions. The Office Visit Scheduler will process referrals, verify insurance, and check if insurance referrals are needed for procedures.

Essential Job Functions

  • Provide access for our patients to our providers for care by answering incoming calls and scheduling office appointments for patients in the EMR system following protocols for data entry paying close attention to demographic and health insurance information.
  • Process both external and internal referrals in order to schedule patients appropriately for office visits or procedures; schedule appointments in Epic following protocols for data entry paying close attention to demographic and health insurance information.
  • Verifies insurance information through electronic means as well as by telephone.
  • Communicate information received from the insurance company regarding benefits for outpatient procedures, insurance, and PCP referrals and authorizations. Obtain PCP and Insurance Referrals when applicable.
  • Communicate with patients and/or patients’ PCP to ensure we have insurance referrals on file prior to their office visit or procedure.
  • Ensure all insurance plans are in the network. If patients are considered out of network, communicate this with the patients to determine the next steps for processing.
  • Cover other areas of the Patient Contact Center, as needed.
  • Understand and adhere to all HIPAA guidelines.
  • Requires regular, predictable attendance.
  • Other duties as assigned.

Required Competencies

  • Effective Communication – both verbal and written
  • Documentation and Information Recording – Possess excellent attention to detail as well as data entry skills.
  • Customer Service – Ability to respond to questions appropriately and listen attentively.
  • Professionalism – Build solid working relationships and support co-workers to foster a friendly work environment.
  • Time Management – Must be able to work under pressure and complete projects according to established timeframes.

Preferred Competencies and Experience

  • Customer Service: 1 year (Preferred)
  • Medical Office: 1 year (Preferred)
  • Customer service in a medical office setting
  • Demonstrated comfort with Windows-based computer systems.
  • High School diploma or equivalent training or knowledge acquired.

Working Conditions and Physical Requirements

  • Ability to walk, stand, stoop, bend, or sit for extended periods of time.
  • Physical demands: percentage of time spent in each activity (estimate)
    • Walking 15% – assisting patients, delivering information personally to other departments, collaborating with other department employees.
    • Sitting 85% – answering the telephone, scheduling appointments and procedures in the call center, working at the front desk, and working on the computer.
  • A number of pounds that must be lifted, carried, pushed, or pulled: up to 20 lbs.
  • Climbing on step ladders to reach top shelves, stooping, kneeling, crouching, reaching, fingering (like keyboarding, controls on a scanner, fax, etc.)
  • Ability to speak clearly to be understood by our patients and employees.
  • Ability to hear within normal range. Able to hear patients on the phone in a noisy call center/front desk environment.
  • Acuity near and far. Ability to see within normal parameters, and to distinguish colors.
  • Ability to work for extensive periods at computer keyboarding.
  • Works in a well-lit heated/air-conditioned environment. Temperatures between 68 and 74 degrees.
  • Work may involve exposure to communicable diseases, medicinal preparations, and other conditions common to a clinic environment.

Equipment used

Computer, printer, multi-line telephone, headset, fax machine, scanner, postage machine


The Centers for Gastroenterology sponsored benefits package includes monthly employer-paid medical insurance premiums, Health Savings Account contributions, Medical Expense Reimbursement Plan, dental, vision, life insurance, paid time off, extended illness benefit, and a very generous 401(k) plan with matching contributions.

Equal Employment Opportunity

Centers for Gastroenterology is committed to creating a diverse environment and is proud to be an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, military, or veteran status


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“This is the best environment I have ever worked in. It’s nice to be appreciated for all the hard work being done. The doctors are wonderful to work for and I plan to work here for years!”