Scheduling Specialist

Description

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.

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.

• 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.
• Assist 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.
• Demonstrate exceptional customer service skills.
• As instructed by supervisor, may provide backup assistance to other administrative support positions.
• Communicate effectively with other team members verbally and in written form.

• 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.

• 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.
• Experience with EHR systems and medical terminology is a plus.