What are the responsibilities and job description for the Remote Scheduling Specialist position at TeamUp Therapy LLC?
Are you highly organized, detail-oriented, and passionate about helping families access the care they need? TeamUp Therapy is looking for a Scheduling Specialist to coordinate therapist and patient schedules, manage communications, and ensure smooth clinic operations. In this role, you’ll play a key part in matching families with the right therapists, reducing appointment gaps, and keeping our services running efficiently. This fully remote 1099 contractor position starts at 30 hours per week with the potential to grow to 40 hours based on performance and clinic needs. If you thrive in a fast-paced environment and love problem-solving, we’d love to hear from you!
Description
Job Title: Scheduling Specialist
Reports To: CEO, Chris Moates
Location: Remote, but ideally lives in Georgia
Position Summary:
The Scheduling Specialist is a critical 1099 contractor role that supports efficient clinic operations by managing patient scheduling, facilitating communication between families and therapists, and supporting administrative workflows. This position requires exceptional organizational skills, attention to detail, and a proactive approach to coordinating therapy services, all while delivering excellent customer service to families.
This role will start at 30 hours per week but is expected to quickly grow to 40 hours per week within a few months, based on performance and clinic needs.
Our core values—Communicate Clearly, Empower Families, and Solve Problems — guide everything we do. As a Scheduling Specialist, you’ll embody these values by providing proactive solutions, ensuring clear communication with families, and celebrating milestones with our team.
To ensure we're the right fit for each other, consider these questions aligned with our core values:
Solve Problems:
- Do you approach challenges with a proactive mindset, taking ownership and finding solutions instead of just identifying obstacles?
Communicate Clearly:
- Do you prioritize transparency, responsiveness, and consistency to ensure families and teammates always have the information they need?
Empower Families:
- Do you believe in going the extra mile to help families access the care they need, making their journey as smooth and stress-free as possible?
Core Responsibilities:
Scheduling and Coordination:
- Schedule evaluations and other appointments, ensuring efficient use of therapists’ time.
- Suggest matches between therapists and patients, confirm matches with caregivers, and update the waitlist after evaluations.
- Proactively follow up with families on scheduling changes, cancellations, or openings to maintain a high attendance rate.
- Generate reports on appointment availability and fill rates to optimize scheduling.
Family Communications:
- Send appointment confirmations, reminders, and follow-up messages to families to reduce no-shows.
- Notify families of required re-authorizations or insurance issues affecting their therapy schedule.
- Encourage parental involvement during therapy sessions and communicate scheduling expectations clearly.
- Maintain a professional and empathetic tone in all interactions, fostering trust and a positive experience.
Administrative Support:
- Manage workflows and documentation in platforms like Dock Health and Fusion.
- Label and organize patient information accurately to ensure seamless tracking and reporting.
- Support referral stream relationships by coordinating with external providers and maintaining up-to-date records.
Success Metrics:
- Maintain an 85% attendance rate for scheduled appointments.
- Ensure new evaluations are scheduled within 5 business days of referral.
- Reduce appointment gaps by maintaining a 90% utilization rate for all therapists.
Must-Have Skills and Experiences:
- Strong organizational skills and attention to detail.
- Excellent written and verbal communication skills.
- Comfortable with scheduling and healthcare management software (e.g., Fusion, Dock Health, Google Workspace).
- Ability to multitask and prioritize in a fast-paced environment.
- Proactive and responsive, with a solution-oriented mindset.
- Tech-savvy with the ability to learn new systems quickly.
Preferred Skills:
- Familiarity with insurance re-authorizations and therapy billing processes.
- Experience in healthcare, therapy, or related fields.
Schedule and Hours:
- Initial Weekly Hours: 30 hours per week.
- Growth Potential: This role is expected to grow to 30-40 hours per week, based on performance and clinic needs.
- Availability Requirements: Monday through Friday, with occasional after-hours availability for urgent scheduling needs or family communications.
Work Environment:
- Remote by Default: This position is primarily remote, but we anticipate occasional in-person working sessions (perhaps quarterly)
- In-Person Training: A portion of training may be conducted in person during onboarding to ensure a smooth transition into the position (expenses would be covered)
Compensation:
- Employment Type: This is initially a 1099 contractor position.
- Hourly Rate: $22 per hour.
Growth Opportunities:
This role offers potential for advancement into operational leadership positions as the clinic grows. You’ll gain experience in healthcare operations, patient management, and team collaboration, with opportunities to take on higher-level administrative or management responsibilities.
Salary
$22 - $22 per hour
Salary : $22