What are the responsibilities and job description for the Scheduler position at Carolina's Compassionate Counseling?
About Us
Carolina’s Compassionate Counseling LLC is a growing mental health practice dedicated to providing supportive, accessible care to children, teens, and families. We are seeking a bilingual, detail‑oriented Scheduler to manage client appointments, confirmations, cancellations, and communication across multiple platforms.
Position Summary
The Scheduler ensures smooth daily and weekend operations by coordinating all client appointments, maintaining platform accuracy, and providing warm, professional communication in both English and Spanish. This role is essential to keeping our therapists’ schedules full and our clients supported.
Responsibilities
Appointment Scheduling & Coordination
- Schedule, update, and confirm appointments across Ensora, Notion, and Headway.
- Maintain accurate, consistent calendars across all platforms.
- Fill open sessions using the Priority Waiting List.
- Offer reschedule or Zoom options for cancellations.
- Update billing sheets and remove canceled sessions promptly.
Client Communication
- Make confirmation calls using WAVE.
- Provide warm, supportive communication aligned with CCC’s values.
- Respond to weekend messages during assigned hours.
- Assist clients with scheduling questions and basic support needs.
- Communicate effectively with Spanish‑speaking clients.
Administrative Accuracy
- Maintain accurate documentation and comply with HIPAA standards.
- Track therapist availability and adjust schedules as needed.
Qualifications
- Bilingual English/Spanish (required).
- Experience in scheduling, administrative support, or client coordination (preferred).
- Strong communication and customer service skills.
- High attention to detail and ability to manage multiple systems.
- Comfortable working independently and meeting deadlines.
- Mental health or healthcare experience is a plus.
Schedule & Work Environment
- In-Person position
- Required weekend availability
- Structured weekly responsibilities
- Supportive, collaborative team culture
Pay: $19.00 - $20.00 per hour
Work Location: In person
Salary : $19 - $20