Sinus Scheduling Department Coordinator

Department: Patient Services

Location: Austin, TX

Description Join our team as a Sinus Scheduling Department Coordinator and play a vital role in helping patients find relief from allergy and sinus issues. You’ll provide essential administrative and operational support to our Sinus Scheduling Department — managing calls, voicemails, faxes, and emails to ensure timely communication and accurate documentation. You’ll assist with obtaining and tracking authorizations, organizing records, and coordinating with team members to keep scheduling and patient care running smoothly. Help us deliver an exceptional experience for every patient, every time!

This role is full-time onsite Monday–Thursday, 8:00 a.m.–5:00 p.m., and Friday, 8:00 a.m.–12:00 p.m.

What You'll Be Doing Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• Answer incoming calls and voicemails promptly, providing accurate information or directing inquiries to the appropriate team member.
• Monitor and manage the department email inbox to ensure timely responses and resolution of scheduling and authorization-related requests.
• Receive, review, and process incoming faxes, ensuring all documents are appropriately routed, labeled, and uploaded to patient charts or internal systems.
• Obtain and track updates on pending authorizations by communicating with insurance payers, clinical staff, and authorization specialists.
• Support the sinus scheduling team by maintaining organized communication between patients, schedulers, and clinical departments.
• Document all communications and updates accurately within the EMR and internal tracking tools.
• Assist in maintaining department efficiency by proactively identifying and addressing delays, missing documentation, or incomplete information.
• Uphold patient confidentiality and compliance with HIPAA and organizational policies.
• Contribute to a positive, team-oriented work environment and provide backup support to schedulers as needed

At 60 Days - You will be fully trained on core responsibilities and be able to complete all sinus department admin tasks and answer 15% of incoming patient phone calls with proper documentation in the EHR.

Requirements

• Must have proficient communication skills (phone, email, face to face communication)
• Must have customer orientation and ability to adapt/respond to patient escalation issues
• Must pick up software quickly
• Must thrive in a fast pace environment
• Must handle private patient information
• Ability to multi-task, prioritize, and manage time effectively
• Must be detail-oriented and be able to work productively on tedious work
• Spanish speaking is a plus.

Preferred education and experience

• 1+ Years of experience using either CRM, EMR, PM or any other form of Enterprise
• Resource Management software.
• 2+ Years of experience in a customer service healthcare environment, preferred

What Benefits do we offer Aspire Employees?

• Medical, Dental and Vision Insurance.
• Generous Paid Time Off and 10 Paid Holidays
• Free Allergy Testing and Discounted Treatments
• 401(k) + Generous Employer Match
• Employee rewards program!
• • More!

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Aspire Allergy & Sinus is an Equal Employment Opportunity/Affirmative Action employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability status, sexual orientation, gender identity or expression, marital status, genetic information, or any other characteristic protected by law. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.