Scheduling Specialist - Administrative Services

Position Summary

The Scheduling Specialist plays a vital role in creating a smooth, positive experience for patients while supporting the day-to-day operations of Psychiatry and Primary Care services. This position coordinates patient appointments, manages provider schedules, and maintains the central scheduling system to ensure patients are connected with the right care at the right time.

The ideal candidate is organized, responsive, and patient-focused, with strong communication skills and the ability to manage multiple priorities in a fast-paced healthcare environment. Position Responsibilities Coordinate Patient Appointments: Schedule Psychiatry and Primary Care appointments by phone, helping patients navigate the scheduling process with professionalism, compassion, and efficiency.

Optimize Provider Schedules: Maintain Psychiatry and Primary Care provider schedules, identify and fill open appointment times, and match patients with the appropriate provider based on scheduling needs. Maintain Accurate Scheduling Records: Ensure the central scheduling system is current, accurate, and complete so information can be effectively used to support operational planning and analyze patient and staffing patterns.

Support Care Teams: Communicate with providers and other staff regarding patient scheduling concerns, appointment needs, and issues that may affect access to care. Manage the Central Scheduling Line: Serve as a key point of contact for incoming scheduling calls, coordinating appointments and facilitating clear, timely communication between patients and providers.

Contribute to Team Success: Collaborate with colleagues and perform other duties as assigned to support efficient administrative operations and a positive patient experience. Required Knowledge, Skills & Abilities Knowledge of office and administrative procedures related to appointment scheduling. Familiarity with Electronic Health Record (EHR) systems and electronic appointment scheduling.

Strong customer service, communication, organization, and multitasking skills. Ability to prioritize responsibilities and remain attentive to detail in a busy environment. Proficiency with Microsoft Office, including Word, PowerPoint, and Excel. Ability to communicate professionally and effectively with patients, providers, and other members of the care team.

Job Requirements High school diploma or GED required. Minimum of one year of customer service experience; experience in a medical practice or healthcare setting is preferred.

Essential Functions

& Physical Demands This position requires the ability to perform the following physical and sensory activities: Positioning: Frequent standing, sitting, and walking. Gross Mobility: Rare climbing, crawling, crouching, and kneeling; infrequent balancing and stooping; frequent to constant reaching and handling. Sensory: Rare tasting/smelling; infrequent color vision; occasional far- and mid-range visual acuity and depth perception.

Communication: Constant talking and listening. Equal Employment Opportunity All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability.