Scheduling Coordinator

Position Summary

The Scheduling Coordinator is responsible for managing daily patient appointment scheduling and administrative operations. This role serves as a primary point of contact for patients, clinical staff, referral sources, and corporate personnel to ensure efficient scheduling, excellent customer service, and coordinated patient care. The ideal candidate is highly organized, detail-oriented, and able to thrive in a fast-paced healthcare environment.

Work Location

The Scheduling Coordinator works in the designated office 5 days/week, independently, requiring onsite attendance due to state requirements.

Key Responsibilities

Scheduling & Patient Coordination

Schedule and coordinate patient appointments for consultations, evaluations, treatments, follow-ups, and re-evaluations.

• Manage provider and departmental calendars to ensure efficient workflow and adequate appointment timing.
• Monitor schedules and make adjustments as needed to accommodate changes, cancellations, or urgent requests.
• Communicate schedule updates promptly to patients, providers, and staff.
• Confirm and reschedule appointments while maintaining accurate records.

Patient Support & Customer Service

• Answer and respond to telephone calls professionally and promptly.
• Address patient questions and customer service inquiries with courtesy and efficiency.
• Provide support tailored to the needs of diverse patient populations, including considerations related to age, culture, language, hearing, and visual impairments.
• Communicate effectively with patients, parents, caregivers, and healthcare staff at an appropriate comprehension level.

HR Support

• Ensure all nurse credentials are valid and current (nursing degrees, certifications, licenses)
• Maintain credentialling tracker
• Track expiration dates for license, certification, BLS, CPR, etc.
• Ensure all SharePoint files are current for ongoing audits

Administrative & Office Support

• Perform all front desk and clerical responsibilities.
• Manage office inventory and place supply orders as needed.
• Send and receive mail and packages.
• Relay important information to field staff and management when necessary.
• Communicate updates, concerns, and operational issues with management via phone, email, or video conferencing.

Qualifications

Required Skills & Abilities

• Excellent verbal and written communication skills.
• Strong interpersonal and customer service abilities.
• Exceptional organizational skills and attention to detail.
• Ability to prioritize tasks and work effectively in a fast-paced environment.
• Proficiency in Microsoft Office applications, including Word, Excel, Teams, and Outlook.
• Basic knowledge of office equipment and administrative procedures.
• Understanding of HIPAA compliance and patient confidentiality standards.

Education & Experience

• High school diploma, GED, or equivalent required.
• Minimum of two (2) years of progressively responsible clerical or scheduling experience preferred.
• Previous experience in a scheduling coordinator, medical office, or similar administrative role preferred.
• Strong computer proficiency required.

Physical Requirements

• Prolonged periods of sitting and working at a computer.
• Ability to lift up to 10-20 pounds as needed.