Centralized Scheduling Coordinator

APPLY ON WEBSITE: www.mendedreedsservices.com

Job Summary
The Centralized Scheduling Coordinator plays a vital role in ensuring seamless operations and excellent customer service within the agency. This position is key to managing client interactions, coordinating appointments, and supporting front desk functions. The Coordinator actively engages with clients, clinicians, and administrative staff, ensuring efficient appointment scheduling and accurate maintenance of client records. Additionally, this role includes reaching out to clients who have missed appointments or recently been discharged to offer follow-up care. The position requires strong organizational skills, attention to detail, and effective multitasking in a dynamic clinical environment.

Job Description

Under the direct supervision of the Senior Director of Clinical Operations, the Centralized Scheduling Coordinator is responsible for providing excellent customer service and support to clients, clinicians, and administrative staff. This role includes backing the front desk operations, scheduling appointments, handling client inquiries, and maintaining accurate client records. Additionally, it entails weekly contact to offer appointments to clients who have missed appointments or have been recently discharged from services. The ideal candidate will have exceptional organizational skills, attention to detail, and the ability to multitask in a fast-paced clinical environment.

Duties/Responsibilities:

Front Desk Operations:

• Greet clients and visitors warmly and professionally.
• Answer and direct incoming phone calls promptly and courteously.
• Provide ancillary support to the Intake Coordinator in registering new clients and updating existing client information accurately.
• Collect and process client payments, including co-pays and outstanding balances.

Appointment Scheduling:

• Schedule, reschedule, and cancel client appointments as necessary.
• Coordinate with clinical staff to ensure optimal scheduling and minimal wait times.
• Send appointment reminders via phone, email, or text message
• Handle urgent and same-day appointment requests.
• Update block schedule assignments in AWARDS

Client Communication:

• Respond to client inquiries regarding appointments, billing, and general information.
• Provide clients with necessary information regarding office policies, procedures, and services.
• Handle client complaints and concerns with empathy and professionalism.
• Contact clients who have missed appointments to reschedule.
• Contact recently discharged clients to assess follow-up needs.

Administrative Support:

• Maintain client records, ensuring accuracy and confidentiality.
• Assist with insurance verification and pre-authorization processes.
• Prepare and distribute daily schedules and reports to clinical staff.

Collaboration:

• Work closely with clinicians and behavioral health nurses, and other staff to ensure seamless client care.
• Participate in staff meetings and training sessions as assigned.
• Assist with special projects and additional tasks as assigned by management.

Employment Standards

Education/Experience – Minimum Requirements:

• High school diploma or equivalent; additional certification in medical administration is a plus.
• Previous experience in a medical office or similar healthcare setting.
• Proficient in using electronic health record (EHR) systems and other office software.
• Excellent communication and interpersonal skills.
• Strong organizational skills and the ability to multitask.
• Attention to detail and a commitment to maintaining client confidentiality.
• Ability to work in a fast-paced environment and handle stressful situations calmly.

Physical Requirements:

• Ability to sit, stand, and walk for extended periods.
• Ability to lift and carry office supplies and equipment as needed.

Work Environment:

• Medical office setting with direct client interaction.
• Standard office hours with occasional overtime or weekend shifts as required

Mended Reeds Mental Health is an “At-Will” employer in the state of Ohio and an Equal Opportunity Employer.

Job Type: Full-time

Pay: From $15.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid jury duty
• Paid time off
• Vision insurance

Medical Specialty:

• Addiction Medicine

Schedule:

• Day shift
• Monday to Friday

Education:

• High school or equivalent (Required)

Experience:

• Computer skills: 1 year (Required)
• Microsoft Outlook: 1 year (Preferred)
• EHR systems: 1 year (Preferred)
• Microsoft Excel: 1 year (Preferred)

Work Location: In person

Salary : $15