Clinical Scheduling Coordinator

University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn’s distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America’s Best Large Employers in 2023.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title

Clinical Scheduling Coordinator

Job Profile Title

Administrative Coordinator

Job Description Summary

Penn Vet's New Bolton Center provides an internationally renowned standard of care. Located on a campus of some 700 acres in Chester County, Pennsylvania, New Bolton Center has one of the largest caseloads of any academic large animal hospital in the nation.

The Clinical Scheduling Coordinator would be responsible for the scheduling and coordination of procedures in services including, but not limited to, Surgery, Medicine, Dentistry, Neurology, Sports Medicine, Ophthalmology and Cardiology. The position includes scheduling referrals, answering and triaging telephone calls, collecting all patient, trainer and owner information. The position also includes basic clerical responsibilities. The individual must have an excellent grasp of customer service and be willing to provide training to all new employees.

Job Description

This position is located at the New Bolton Center campus in Kennett Square, PA (Chester County). No public transportation is available to this location. Free on-site parking is available. This position is on-site. 

Responsibilities include:

• Accurately schedule/coordinate procedures and document needed information in our EMR and calendaring system.
• Scheduling includes, but is not limited to, collecting correct patient, owner, trainer and insurance information, appropriate case data, and moving/canceling visit based on clinician and/or service availability.  
• Provide timely responses to patient messages and document follow-up in EMR communication log.
• Update Outlook calendars for all clinicians to reflect the EMR master scheduler.
• Schedule research projects to include coordinating owner, trainer, clinician and service schedules.
• Confirm all appointments the day before they are scheduled and make sure the consent to treat form is signed.
• Train all new employees, to incl