Healthcare Scheduling Coordinator

Please note: Upon receipt of your resume, you will be sent a message through really with 12 pre-interview questions. Only applicants who complete these questions will be considered.

We are a dynamic women-owned and operated private practice in the heart of Pacific Grove, California. We are growing and looking for a full-time scheduling manager to join our amazing team of clinical and administrative professionals. As our scheduling manager, you'll play a key role in coordinating care for a variety of clients, managing clinician schedules and registration processes while communicating effectively throughout the day with families, clinicians, and other team members. This role requires excellent soft skills—such as communication, adaptability, and interpersonal abilities—along with strong technical proficiency in systems used for scheduling, data management, and client documentation, and general organization.The ideal candidate will have a strong understanding of various insurances as well as experience with Google Workspace, Docusign, and basic EMR systems. Our benefits include competitive pay, paid time off, 32 days off per year, health/Vision/Dental paid by the employer, and a flexible and family-friendly environment. We pride ourselves on strong clinical leadership and training, as well as a collaborative and friendly work environment. We encourage serious applicants to contact us today if they are interested in joining our team. References will be necessary and will be checked, and the pay rate is negotiable for highly qualified candidates.

* Please note- this is not a people management position.

A typical day includes answering phones, scheduling new clients for speech and occupational therapy assessments and treatment, monitoring cancellations and missed sessions, scheduling make-up therapy sessions, informing clients of schedule changes due to illnesses, vacations, trainings or other obligations, sending registration forms and following up until they are returned and uploaded to the client file, answering inquiries from possible new clients, healthcare provider offices, and other community liaisons.

Key Responsibilities:

• Client and Team Coordination:Manage multiple calendars and appointments for 12 clinicians, ensuring smooth communication between all parties. A strong sense of teamwork and daily communication with staff are essential for success in this role.
• Communication & Interpersonal Skills:Maintain positive, professional relationships with families and team members. Clear communication is vital for managing complex schedules and ensuring services are delivered seamlessly.
• Technical Skills:
• Medical Terminology & Data Entry: Accurately input client data and understand medical terminology.
• EMR Systems (WebPT): Use WebPT for managing client records and appointments. Experience with WebPT is preferred but not required.
• Google Workspace: Proficient in Google Drive, Sheets, and Calendar for organizing documents, schedules, and internal communication.
• Computer Skills: Moderate to advanced computer literacy is essential, with the ability to learn new systems as needed.
• Confidentiality & Compliance:Ensure HIPAA compliance by maintaining confidentiality in all interactions and data handling.
• Adaptability & Learning:The role requires an ability to adapt to shifting priorities and ongoing learning, as client needs and workflows can change regularly.

Why These Skills Matter:

• Adaptability:The nature of our work can change quickly, so your ability to adjust priorities on the fly is critical to supporting families effectively.
• Team Collaboration:This is a highly collaborative environment. You’ll be working closely with a diverse team, and communication throughout the day is essential to ensure everything runs smoothly.
• Communication:Effective communication is key to managing multiple schedules and preventing conflicts. Clear, timely updates to families and clinicians help maintain efficiency and deliver the best possible care.
• Technical Proficiency:You’ll be using a variety of systems daily. A solid grasp of technology ensures that processes stay organized and that information is easily accessible when needed.

Qualifications:

• Previous direct experience in heavy scheduling in healthcare (preferably PT/OT/ST), or a related field is preferred.
• Strong communication and interpersonal skills, with a genuine passion for working with young children and families.
• Proficiency with Google Workspace (Drive, Sheets, Calendar) and basic EMR systems.
• Experience with WebPT is a plus but not required.
• Basic knowledge of medical terminology and data entry.
• Ability to manage multiple schedules and calendars efficiently.
• Understanding of HIPAA and commitment to confidentiality.
• Moderate to advanced computer skills.
• High school diploma required; Bachelor’s degree in social work, psychology, healthcare, or a related field preferred.
• Bilingual Required

Benefits:

- Competitive pay

- Health benefits: 100% employer coverage for employee 25% coverage for dependents

- Paid Time Off

- Supportive, family-friendly work environment

Job Types: Full-time, Contract

Pay: $25.00 - $30.00 per hour

Benefits:

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

Schedule:

• Monday to Friday

Language:

• Spanish (Required)

Ability to Commute:

• Pacific Grove, CA 93950 (Required)

Ability to Relocate:

• Pacific Grove, CA 93950: Relocate before starting work (Required)

Work Location: In person

Salary : $25 - $30