Client Scheduling Coordinator

Job Summary:

Responsible for scheduling new client appointments for a counseling group consisting of 50+ providers. Assist new clients with the intake and client portal processes. Coordinate with therapists and clients on schedule modifications.

Schedule:

Must be available Monday through Friday for an average of 32 hours per week. Work can be completed from home or from one of our offices. 

Duties:

Responsible for obtaining accurate clinical, demographic, and insurance information during the scheduling process. 

Connect new client referrals to therapists. 

Enter client information into the electronic health records system and add client to therapist’s schedule. Provide the new client with appointment instructions and intake paperwork.

Follow guidelines for therapist requests for schedule preferences and schedule modification procedures. Coordinate communications between new client referrals and therapists to match the client with the most appropriate fitting therapist.

Answer telephone calls and web form requests according to designated scripting for the scheduling process. Always maintain positive customer service.

Coordinate positive relationships between referral sources and the counseling group.

Accurately track referral data

Respect patients' right to privacy and confidentiality.

Perform related work as requested.

Essential Skills:

Ability to be a hospitable, caring, and competent representation of the therapists and counseling group to the community

Demonstrate working knowledge of Microsoft Excel, Google Docs, and Google Sheets

Knowledge of function and relationships within a counseling practice environment preferred

Advanced customer service skills and experience

Ability to think strategically about how to improve awareness of the counseling group in the community

Ability to understand and express detailed information through oral and written communications

Ability to multi-task is required

Builds and maintains collaborative relationships with patients, therapists, and referral sources leading to more effective communication and a higher level of productivity and accuracy.

Identifies opportunities to improve patient relations and shorten the time it takes to handle scheduling processes.

This position requires high-level problem solving and analytical skills, technical accuracy, excellent communication skills and the highest ethical standards.

Qualification, Education and Experience:

High School Diploma or equivalent High School diploma or GED.

Provides high quality customer service.

Job Type: Part-time

Experience: 

• Minimum of 1 year of customer service experience, preferably in a medical setting.

Education:

• High school or equivalent (Required)
• Post-secondary degree (Preferred)