Scheduling Coordinator

ABOUT FREEDOM HEALTH SYSTEMS, INC:

Freedom Health Systems, Inc. is a mission-driven healthcare advisory and management consulting firm that partners with behavioral health and human services organizations to improve access, equity, and operational excellence. We specialize in guiding providers through program development, accreditation, compliance, and clinical best practices—empowering them to deliver high-quality, person-centered care to their communities.

While we do not provide direct healthcare services, Freedom Health Systems plays a vital role behind the scenes by strengthening organizational infrastructure, supporting service expansion, and helping our partners lead with innovation and integrity. Our expertise spans a wide range of operational services, including revenue cycle management, prior authorization, virtual front office support, medical billing and coding, human resources, and compliance consulting.

At Freedom Health Systems, we are deeply committed to breaking down barriers in the behavioral health space, with a particular focus on serving marginalized and underserved populations. Our team fosters a collaborative, forward-thinking work environment where every employee contributes to advancing impactful, community-based care.

DISCLOSURES:

The specific statements shown in each section of this job description are not intended to be all-inclusive. They represent typical elements and criteria considered necessary to perform the job successfully. The job’s responsibilities/tasks may be modified and/or expanded over time. Company will inform the personnel member when changes in the respective job description are made.

COMPANY WEBSITE: https://freedomhs.org 

COMPANY PHONE NUMBER:  667-239-9572

HUMAN RESOURCES DEPARTMENT PHONE NUMBER:  667-239-9572 EXT 10

HUMAN RESOURCES DEPARTMENT EMAIL ADDRESS:  info@freedomhs.org 

POSITION TITLE: Appointment Rules Verification Specialist

ALTERNATE TITLE(S): Scheduling Compliance Coordinator, Intake & Verification Analyst

COMPANY: Freedom Health Systems, Inc. (in support of all customer companies under contract)

DIVISION: Operations

DEPARTMENT: Scheduling

UNIT: n/a

BENEFITS PACKAGE: Ineligible.

WORK SCHEDULE: Monday – Friday, 8:00 AM EST – 5:00 PM EST

ACCOUNTABLE TO: Scheduling Department Supervisor (Chief Operations Officer in the absence of the Scheduling Department Supervisor)

ACCOUNTABLE FOR:  Ensuring the accurate and timely scheduling of client appointments, managing communication between clients and providers, and maintaining up-to-date scheduling records in alignment with program standards and operational efficiency.

CLASSIFICATION: W8BEN

COMPENSATION RANGE: PHP 283.63 per hour

ANTICIPATED TRAVEL: none

SUMMARY OF POSITION RESPONSIBILITIES:

The Scheduling Coordinator is responsible for managing the daily scheduling and rescheduling of client appointments across programs. This role ensures that all client appointments are accurately entered, confirmed, and communicated to both clients and providers. The coordinator plays a key role in client engagement and continuity of care by monitoring incoming communication, sending reminders, and supporting new client onboarding through effective intake scheduling. The position requires attention to detail, responsiveness, and the ability to manage scheduling across multiple programs and provider types in a fast-paced environment.

SCHEDULED DUTIES AND RESPONSIBILITIES:

• Assist clients in scheduling and rescheduling appointments promptly and accurately
• Monitor real-time communication from providers through Google Chat, phone, and email
• Review and manage “Answer Connect” messages to follow up with clients who need callbacks or appointment adjustments
• Track non-responsive clients and send Reconnection Letters as needed
• Monitor Category B, E, and P clients with disconnected numbers and send Reconnection Letters every third Monday of the month
• Provide daily appointment reminders via phone for all client category types
• Conduct outbound reminder calls to confirm upcoming appointments across all service types
• Confirm newly booked appointments with clients to ensure accuracy and completion
• Maintain and update a Google Sheet tracking provider appointments for daily huddles, including:
  • Psychiatric, Somatic, and Health Home Monthly Services
  • Urine Screening and 90792 - 6-Month Evaluations
• Participate in Ring Central meetings with the PAS team to support new intake scheduling
• Reschedule missed appointments promptly and notify providers as appropriate
• Coordinate with prescribers and send daily text reminders about missed appointments
• Manage new intake scheduling to ensure all intake components are booked and completed timely

UNSCHEDULED DUTIES AND RESPONSIBILITIES:

• Assist your supervisor with additional scheduling or client outreach tasks as needed
• Support cross-functional collaboration with other departments (PAS, clinical, operations)
• Participate in internal quality improvement initiatives related to client engagement or scheduling efficiency
• Maintain confidentiality of all client information and scheduling records
• Contribute to improved tracking of missed or unresponsive appointments
• Help onboard new staff by training on scheduling protocols and communication workflows
• Remain informed and compliant with all relevant policies, procedures, and standards related to scheduling and client engagement
  

PHYSICAL DEMANDS:

• Prolonged periods sitting at a desk and working on a computer
• Frequent meetings via video or phone; occasional in-person site visits

WORKING CONDITIONS:

• Remote
• Fast-paced, deadline-driven environment with collaborative teams
  

COMPETENCIES AND SKILLS:

• Strong organizational skills and attention to detail
• Ability to prioritize and manage multiple tasks efficiently
• Excellent verbal and written communication skills
• Comfort with virtual communication tools (Google Chat, Ring Central, phone systems)
• Proficiency with Google Sheets, scheduling software, and tracking systems
• High level of professionalism, reliability, and confidentiality
• Experience in client-centered roles is a plus
  

LEVEL OF EDUCATION / TRAINING / QUALIFICATIONS:

• High school diploma or GED required; some college or administrative training preferred
• Minimum 1–2 years of experience in scheduling, administrative support, or customer service
• Experience in healthcare, behavioral health, or outpatient settings is strongly preferred
• Must pass background check and reference screening
• Familiarity with HIPAA and client confidentiality best practices required