Scheduling Coordinator

The Scheduling Coordinator, plays a key roll in managing and maintaining proper patient flow, and communication between patients and providers. You are the first voice, first face, and first feeling a new patient experiences. You will ensure phones are answered providing a premium clinic experience, help new patients feel guided and confident, and ensure schedules stay full and intentional.

What Winning Looks Like at Catalyst Chiropractic and Rehab

1. Inquiries turn into scheduled evaluations, and calls convert into booked new patients..

2. New patients feel calm and clearly guided, knowing what happens next, and they feel taken care of.

3. The schedule is protected and optimized, utilizing correct appointment types, protecting

blocks, and minimal gaps.

4. MIA (missed appointment) follow-up happens consistently, and past patients are contacted and reactivated professionally.

Core Responsibilities

Phone & Inbox Leadership

• Answer calls quickly with confidence and professionalism
• Leading conversations toward scheduling
• Handling basic questions clearly and routing clinical questions appropriately
• Confirming appointments and reducing no-shows

New Patient Flow Ownership

• Welcoming new patients in person
• Providing a brief, confident office tour
• Setting expectations for the visit and next steps
• Ensuring paperwork and requirement documents are completed and collected

Scheduling (Block Scheduling)

• Scheduling correctly by appointment type
• Protecting key blocks (ROF, therapy flow, provider capacity)
• Preventing double-booking and schedule damage
• Maintaining a clean, readable schedule

MIA / Inactive Patient Follow-Up

• Running daily and weekly MIA lists
• Executing follow-up calls, texts, and emails
• Tracking outcomes until resolved
• Collecting and applying payment
• Setting up payment plans
• Collecting payments and getting COF
• Adding plans to automatic payment program
• Team Communication
• Communicating clearly with doctors, therapy, and billing teams
• Flagging schedule or flow issues early
• Other duties as assigned

Skills That Matter Here

1. Phone Leadership -You control the call rather than react to it. You guide conversations confidently and ask for the appointment.

2. New Patient Confidence -You help patients move from uncertainty to clarity through consistent explanations and calm directions.

3. Scheduling Intelligence -You understand block scheduling and protect clinic flow rather than simply filling open slots.

4. Follow-Up Discipline -You complete MIA reports and outreach fully, documenting outcomes clearly without reminders.

5. Speed with Accuracy -You work efficiently during busy times without sacrificing accuracy or creating downstream problems.

6. Professional Warmth -You balance friendliness with professionalism, setting a warm and welcoming tone for the clinic.

7. Being a team player and helping where the need is to maintain proper patient flow and care.

Benefits:

• Retirement Plan
• Employee discount
• Paid time off
• Closed Major Holidays!

**MUST BE ABLE TO PASS A BACKGROUND CHECK

Hours
Mondays –7:30am-5:30pm, Lunch from 12:30-1:30

Tuesdays- 1:00pm-6:30pm

Wednesdays- 7:30am-5:30pm, Lunch from 12:30-1:30

Thursdays- 1:30pm-6:30pm

Fridays- 7:30am-11:30am

35-38 hours per week (additional hours may be available for special projects)

Join our team as a Scheduling Coordinator to ensure seamless operations while delivering outstanding support to clients and colleagues alike!

Pay: $18.00 - $20.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Employee discount
• Paid time off
• Retirement plan

Application Question(s):

• Ability to pass background check and drug screening.

Education:

• High school or equivalent (Required)

Language:

• and writes clearly in English (Required)

License/Certification:

• drivers license and insurance (Required)

Work Location: In person

Salary : $18 - $20