Fully Remote: Patient Scheduling- Department Manager

The Department Manager – Administrative Services oversees the daily operations and performance of the Patient Scheduling and Administrative Services team. This leader ensures that patient scheduling workflows, call handling, and coordination between clients, physicians, and patients are executed with accuracy, efficiency, and compassion. The manager serves as both a mentor and operational lead, promoting continuous improvement, accountability, and alignment with ReveLution’s mission, vision, and values.

Key Responsibilities:

daily tasks include, but are not limited to, the following:

Leadership & Team Management

• Supervise, mentor, and evaluate Administrative Services Representatives (Patient Schedulers), ensuring high-quality performance and adherence to company standards.
• Conduct regular one-on-one check-ins, performance reviews, and team meetings.
• Develop and facilitate new employee training schedules, onboarding programs, and ongoing education opportunities.
• Coach staff on customer service excellence, compliance, and system proficiency.
• Foster a positive, respectful, and collaborative team culture that encourages open communication and professional growth.

Operational Oversight

• Manage daily patient scheduling workflows to ensure accuracy, timeliness, and efficiency across client accounts.
• Monitor team performance metrics including call handling, appointment accuracy, turnaround time, and scheduling quality.
• Ensure that scheduling, referrals, and insurance verification processes are completed in compliance with payer and client requirements.
• Collaborate with leadership and other departments to improve interdepartmental communication and process consistency.
• Maintain department calendars, meetings, and phone coverage scheduling.

Quality, Compliance, and Reporting

• Uphold HIPAA compliance and safeguard all confidential patient and client information.
• Audit team work for quality assurance, accuracy, and adherence to departmental SOPs.
• Identify compliance gaps and implement corrective actions.
• Prepare and deliver reports on team productivity, workflow trends, and key performance indicators (KPIs) to administration.
• Ensure all staff adhere to company policies, procedures, and performance expectations.

Client & Cross-Department Collaboration

• Serve as the departmental liaison between clients, physicians, and ReveLution leadership.
• Handle escalations with professionalism, ensuring timely and effective resolution.
• Participate in cross-departmental projects and contribute to company initiatives that enhance client satisfaction and service delivery.

Strategic Leadership

• Identify process improvements and implement initiatives to enhance efficiency, employee engagement, and client outcomes.
• Support strategic departmental goals, including compliance tracking, workflow standardization, and performance optimization.
• Represent the department in management meetings and leadership communications.

Qualifications:

• Minimum 5 years of experience in medical administration, patient scheduling, or related healthcare operations required.

• Minimum 3 years of management or supervisory experience required.

• Experience in Intergy or Epic system is preferred.

• Experience in Urology or Specialty Medical Scheduling is highly desirable. 

Skill Set:

• Strong leadership, coaching, and communication skills.
• Excellent organizational and time-management abilities; able to manage multiple priorities and meet deadlines.
• Proficiency in EMR and practice management systems, Microsoft Office, and insurance verification portals.
• Exceptional problem-solving, analytical, and decision-making skills.
• Ability to work independently while fostering teamwork and accountability.
• High level of professionalism, discretion, and integrity.