Scheduling Coordinator

Scheduling Coordinator

Job Type: Full-Time, In-Office, Five Days per Week

Reports To:

Manager of Benefits, HR, and Scheduling
Locations:
Quest Pediatric Therapy – Moore, Norman, and Oklahoma City

The Scheduling Coordinator is responsible for coordinating and maintaining patient schedules to support consistent access to therapy services across Quest Pediatric Therapy. This position works closely with families, clinicians, other Scheduling Coordinators, and Quest leadership to schedule evaluations, re-evaluations, ongoing therapy appointments, make-up sessions, and other scheduling needs.

The Scheduling Coordinator plays an important role in maintaining continuity of care for Quest families while supporting productive and efficient clinician schedules. This is a full-time, five-day-per-week, in-office position requiring frequent telephone communication and significant computer and screen time throughout the workday.

Successful Scheduling Coordinators are organized, responsive, comfortable communicating with families and staff, and able to work collaboratively in a fast-paced environment where schedules and priorities may change throughout the day.

• Maintain accurate, efficient, and productive clinician schedules.
• Help families access therapy services as quickly and consistently as possible.
• Respond promptly to cancellations, schedule openings, and other changes that may affect continuity of care.
• Coordinate evaluations, re-evaluations, ongoing treatment sessions, and make-up appointments.
• Communicate effectively with families, clinicians, and other members of the Quest team.
• Work collaboratively with other Scheduling Coordinators to support scheduling needs across Quest locations.

• Schedule initial evaluations, re-evaluations, ongoing therapy appointments, and make-up sessions.
• Maintain clinician schedules and make timely adjustments when cancellations, absences, or other changes occur.
• Contact families regarding available appointments, schedule changes, cancellations, and opportunities to make up missed therapy sessions.
• Work proactively to fill openings in clinician schedules when appropriate.
• Maintain and utilize patient waitlists to help fill available appointment times and connect families with services.
• Coordinate scheduling needs across disciplines and locations when appropriate.
• Review upcoming schedules to identify openings, conflicts, or other concerns requiring attention.
• Accurately document scheduling changes and family communications in Quest's scheduling and electronic medical record systems.

• Communicate with families by telephone, electronic communication, and in person regarding scheduling needs.
• Provide professional, courteous, and helpful customer service during all interactions.
• Clearly communicate appointment times, schedule changes, and applicable Quest scheduling expectations.
• Listen to family concerns and work within Quest policies and available resources to identify appropriate scheduling solutions.
• Escalate family concerns or situations requiring additional assistance to the appropriate Manager or Director.

• Communicate with clinicians regarding schedule openings, changes, make-up opportunities, and scheduling concerns.
• Work collaboratively with Clinical Leads and other members of the Leadership Team when scheduling needs or concerns are identified for their teams.
• Communicate scheduling barriers, recurring concerns, or significant schedule openings to the Manager of Benefits, HR, and Scheduling.
• Work cooperatively with other Scheduling Coordinators to provide coverage and maintain continuity of scheduling operations.
• Collaborate with the Authorization Specialist when authorization status affects a patient's ability to be scheduled or continue services.
• Collaborate with front office staff to ensure families receive consistent information and a positive experience.

• Monitor clinician schedules and respond promptly to unexpected openings.
• Assist in maintaining schedules that support Quest's clinician productivity expectations while also meeting family needs.
• Identify recurring scheduling barriers and communicate concerns to the Manager of Benefits, HR, and Scheduling.
• Assist with waitlist management and schedule utilization as directed.
• Recognize that timely scheduling and follow-up directly affect children's access to care, family satisfaction,…