What are the responsibilities and job description for the Scheduling Specialist position at The Arc Of The Ozarks?
The Arc of the Ozarks is seeking a Scheduling & Front Office Coordinator to support the day-to-day operations of our Autism and Neurodevelopmental Center. If you’re organized, detail-oriented, and enjoy making people feel welcomed and supported, we invite you to join our mission-driven team.
This role is vital in ensuring clients and their families experience a smooth and professional front office interaction—from the first phone call to the follow-up after their visit. You’ll help optimize schedules, manage patient records, and provide front desk support with warmth and accuracy.
What You’ll Do:
- Coordinate Appointments: Schedule and confirm client appointments, follow-ups, and evaluations. Reschedule as needed and send appointment reminders.
- Manage Schedules: Maintain calendars for clinical staff and adjust appointments as needed to optimize flow and reduce wait times.
- Support Clients: Greet and check in clients, process payments (including co-pays and deductibles), verify insurance, and collect necessary consents.
- Ensure Record Accuracy: Enter and update client records in the Electronic Health Record (EHR) system.
- Provide Exceptional Service: Act as the first point of contact, offering information about clinic services and supporting a smooth patient experience.
- Collaborate Across Teams: Communicate regularly with providers and other staff to ensure seamless coordination of care.
- Be Adaptable: Step in to assist other admin team members as needed and help address scheduling or service delivery issues as they arise.
What You’ll Bring:
Experience:
- 1 year of experience in appointment scheduling or administrative support (preferably in a healthcare setting)
- Experience with Electronic Health Records (EHR) and familiarity with medical terminology is a plus
Skills:
- Excellent communication and interpersonal skills
- Attention to detail and the ability to multitask effectively
- Strong organizational skills and proficiency with Microsoft Office
- Customer service–oriented and professional demeanor
- Ability to maintain confidentiality and handle sensitive client information
Why Join The Arc of the Ozarks?
We offer a positive and collaborative work environment with the opportunity to make a difference in the lives of individuals and families.
You’ll also receive:
- Competitive, experience-based hourly pay
- Health, Vision, Dental & Life Insurance effective day 1 of employment with no waiting periods
- 403(b) Retirement Plan with Employer Match
- Paid Time Off Paid Holidays
- Employee Assistance & Wellness Programs
- Opportunities for advancement
Join a compassionate team dedicated to supporting individuals and families in need. Apply today and become part of a team that truly makes a difference!
Call us at 417-771-3700 (Ask for the Talent Acquisition Team)
Email: Jobs@thearcoftheozarks.org (Include your name and the position/location you’re interested in)
Learn More About Us:
- Website: autismcenteroftheozarks.org
- Videos: YouTube Channel
- Follow Us: Facebook | LinkedIn | Glassdoor
The Arc of the Ozarks is an Equal Opportunity Employer.
This role involves scheduling and confirming appointments, maintaining accurate client records in the EHR system, and coordinating with clinical staff to optimize schedules. The coordinator also assists with front desk responsibilities such as greeting/checking-in clients, processing payments, and providing information about clinic services. Effective communication with clients and healthcare providers is essential to ensure a smooth and efficient appointment scheduling process.
This role involves scheduling and confirming appointments, maintaining accurate client records in the EHR system, and coordinating with clinical staff to optimize schedules. The coordinator also assists with front desk responsibilities such as greeting/checking-in clients, processing payments, and providing information about clinic services. Effective communication with clients and healthcare providers is essential to ensure a smooth and efficient appointment scheduling process. This is an hourly, non exempt position.
The below is not intended to be an exhaustive list, but a general example of the nature of job duties performed.
Essential Job Functions
Domain
Description
Mission and Core Values
Serves as an ambassador of the mission, purpose, and Core Values of The Arc of the Ozarks.
Knowledge and understanding of The Arc mission statement and will uphold in their daily work.
Essential Job Functions
Schedule and confirm client appointments, including initial evaluations, follow-ups, and recurring sessions. Coordinate with clinical staff to optimize appointment schedules and reduce wait times. Send reminders for upcoming appointments and handle rescheduling or cancellations.
Maintain and update schedules, calendars, and agendas for providers. Monitor and adjust schedules as needed to accommodate changes or unexpected events. Enter and update client information in the Electronic Health Record (EHR) system.
Provide information about clinic services, appointment availability, and preparation instructions. Communicate effectively with clients, clinical staff, and other team members to ensure smooth appointment scheduling.
Process client payments, including co-pays, deductibles, and self-pay fees.
Assists with check in process, including verifying insurance information and obtaining necessary consents at time of service.
Work closely with clinical staff to ensure efficient client flow and address any issues that may arise.
Follow up with clients to confirm appointments as needed.
Demonstrates exceptional customer service skills.
As instructed by supervisor, may provide backup assistance to other administrative support positions
Communicates effectively with other team members verbally and in written form.
Required Knowledge, Skills, and Abilities
- Excellent communication, interpersonal and customer service skills.
- Strong organizational and multitasking abilities
- Proficiency in using office software and systems, including Microsoft Office Suite
- Strong organizational skills and attention to detail.
- Ability to maintain confidentiality and handle sensitive information
Minimum Experience and Training Qualifications
- High school diploma or equivalent required.
- Additional education or training in office administration or healthcare preferred.
- Minimum of 1 year of experience in appointment scheduling or administrative role, preferably in a healthcare setting, preferred.
- Experience with EHR systems and medical terminology is a plus.
