Patient Access Scheduler

Hogg Therapy Pediatrics is seeking an upbeat, fast-paced, problem-solving Patient Access Team Member to join our team! Hogg Therapy is a family and therapist owned practice that is passionate about what we do both in the clinic and in the community. We have three clinics located in Richmond, Berea and Lexington, that serve Central Kentucky, we exist to make an impact both in the clinic and in the community to fulfill our mission of “Empowering Children to Conquer Their World.”

As a Patient Access Scheduler, you’re the first impression of HTP. You’ll manage clinic phone lines and front desk operations across locations, support families with check-ins and payments, and keep therapists’ schedules running smoothly. You’ll collaborate daily with Patient Intake, Billing, and Operations.

What You’ll Do:

Phone & Front Desk Operations

• Answer and route calls across clinic extensions; triage questions to the right team (Patient Access, Intake, Billing, Operations).
• Follow escalation pathways for upset callers; never blind-transfer leadership calls.
• Retrieve and return voicemails throughout the day; document each message/action in case notes.

Scheduling & Rescheduling

• Fill the current week’s schedule using the therapist scheduling priority process.
• Use waitlists, flex logs, and reschedule/cancel/no-show logs to keep schedules full.
• Manage advanced cancels and clinic cancels per policy; move/cancel on correct profiles and log accurately.

Payments & Check-Ins

• Proactively review the day’s schedule to identify planned collections; collect co-pays/deductible estimates at check-in.
• Process payments in Fusion correctly (account payment) and provide receipts per parent preference.
• For off-hours visits, ensure a card on file and process by the following business day per policy.

Documentation & Communication

• Add clear case notes for: scheduling attempts, parent communications, schedule changes, concerns/complaints, and permanent therapist changes (with approvals).
• Direct inquiries to the right owners (Billing, Patient Access Manager, Intake Coordinator, Therapists) using the accountability chart.

Surveys & Reporting

• Send and track New Patient Surveys by clinic link and due dates; flag delays with an action plan to the PA Manager.
• Report weekly reschedule metrics in Monday meetings (prior Monday–Friday window).

Cash Box & Misc. Front Desk

• Maintain cash box balances and receipts daily; reconcile and post to the correct account.
• Provide school/work excuses per visit; share therapist contact info with providers when appropriate.

Qualifications

• Front desk, medical receptionist, or scheduler experience preferred (pediatrics/therapy a plus).
• Confident phone presence; excellent verbal and written communication.
• Strong organization and follow-through with multiple logs, lists, and deadlines.
• Comfortable learning EMR/CRM tools (Fusion experience a plus).
• Team-first mindset; steady under pressure; solution-oriented.

Our Mission: At HTP, we foster children’s growth through exploration and engagement. We are dedicated to providing the most innovative therapy, and our speech-language pathologists, occupational therapists, and physical therapists implement specialized treatment techniques to address each child’s individual needs. Hogg Therapy strives for day-to-day enrichment and improving overall quality of life.

About Us: Hogg Therapy was founded in 2014 with a goal to provide the highest quality of occupational, speech, and physical therapy in a child-friendly environment. We strive to communicate with, support, and encourage families every step of the way. Our child-directed approach gives children control in a world where they have little. We find children learn and achieve more when they get to decide the direction of their play. We look at the whole child and see amazing results because of our unique treatment approach. Visit our website at www.hoggtherapy.com for more information about our team and the services we offer.

Pay: $15.50 - $17.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flextime
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $16 - $17