Scheduling Specialist
About Human Longevity Inc.
Human Longevity, Inc. (HLI) is a privately held human health information technology and health care company founded by pioneers in the fields of genomics and stem cell therapy to revolutionize human health and the practice of medicine. Using advances in genomic sequencing, the human microbiome, metabolomics, informatics, computing, and cell therapy technologies, HLI is building the world’s most comprehensive knowledge base of human genotypes and phenotypes as a basis for a variety of opportunities to help solve aging-related disease and human biological decline. Clients have access to state-of-the-art physiologically quantitative clinical and behavioral testing that includes whole body MRI, 4D echocardiography, advanced biometric analysis, and wireless digital monitoring that will serve as the basis of a truly personalized approach to health and longevity care. We are committed to revolutionizing human health and the practice of medicine.
Purpose of Job
The Human Longevity Scheduler is a client-facing position, ensuring efficient office operations and client satisfaction. The primary duty of this position is to support the scheduling of client appointments and Physician appointments. In addition, this position will support client visits and provide administrative support to the medical team. This is an on-site, full-time position located in South San Francisco.
Tasks and Responsibilities
- Schedule clients for medical intake, in-clinic visits for testing, imaging review, preliminary and comprehensive Return of Results meetings, follow-up lab works, and more.
- Track client's return of results and follow-up appointments with daily schedule tracker to reschedule no shows as necessary.
- Manage all post-visit activities and follow-ups related to the initial Human Longevity visit.
- Respond to client calls and emails within 2 hours and triage as necessary while maintaining follow-up to ensure timely closure to client issues and needs.
- Welcome staff, guests, and customers by greeting them professionally, in person or on the telephone; answering or directing inquiries.
- Maintain confidentiality of employee information at all times, including when visitors without an appointment are requesting staff information. Notify security if needed.
- Keep all paperwork and documents organized and face-down on the desk for confidentiality reasons.
- Screen all calls and take messages for those where it’s unclear who to route the call to.
- Collaborate with Executive Assistant staff for communication involving the leadership they each support.
- Assist with the coordination of incoming and outgoing mail.
- Maintain confidentiality of sensitive information and documents.
- Anticipate and respond to changing situations.
- Oversee all practicing physicians, nurse practitioners, and the Medical Director’s Calendars.
- Establish Best-In-Class Human Longevity experience for all clients.
- Superuser of Allscripts PM, Allscripts EHR, Salesforce, and Outlook.
- Ensure all client information is accurate and captured in all internal systems.
- Confirm the correct product for the client and make adjustments as needed on the day of visit to correct any discrepancies.
- Confirm correct payment was collected prior to visit and collect or correct payment, as necessary.
- Oversee and execute timely completion of additional projects.
- Establish, update, and maintain departmental files (paper and electronic) and records.
Minimum Qualifications (Must have)
- High School diploma or equivalent.
- Experience in client-facing environments.
- Scheduling experience in a Health Care or Clinic environment.
- Exceptional verbal and written communication skills with the ability to adapt quickly.
- Strong organizational and multi-tasking skills.
- Demonstrated ability to work in confidential environments and operate with the utmost discretion.
- Resourceful problem solver with careful attention to detail and consistent follow-through.
- Ability to work independently and prioritize objectives throughout the day in a fast-paced environment.
- Ability to work well with teams in an open environment.
- Able to work 8-hour shifts between 7:00 am to 6:00 pm.
Preferred Qualifications
- Bachelor’s degree.
- Experience in biotechnology, pharmaceutical, or healthcare settings.
- Experience with Allscripts and/or Outlook.
- Familiarity with HIPAA compliance requirements.
Working Conditions
- Open clinical environment.
- Prolonged periods of sitting, standing, bending, and kneeling.
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