[Hiring] RCM Scheduling Coordinator @Gebbs Healthcare Solutions Inc

Role Description

• Manage ongoing patient appointment scheduling following completion of the initial intake and assessment process.
• Coordinate patient appointments based on provider availability, service requirements, location, and applicable scheduling guidelines.
• Confirm appointment details with patients, including date, time, provider, location, and telehealth instructions when applicable.
• Ensure required patient information and documentation are complete prior to scheduled services.
• Maintain accurate and current provider calendars and appointment information within applicable scheduling and healthcare systems.
• Coordinate scheduling needs with clinical, intake, authorization, and other operational teams.

• Respond promptly to patient and provider rescheduling requests and secure appropriate replacement appointments.
• Manage provider changes, scheduling conflicts, location changes, and transitions between in-person and telehealth services.
• Document appointment changes and patient communications accurately and in a timely manner.
• Escalate scheduling issues that may affect patient access, reimbursement, or continuity of services to the appropriate team.

• Conduct timely follow-up on missed appointments and cancellations with the goal of rescheduling patients and maintaining continuity of services.
• Document no-show and cancellation activity within applicable healthcare systems.
• Identify recurring no-show or cancellation patterns and escalate them according to established workflows.
• Use cancellations and open appointments to backfill available provider capacity whenever possible.

• Maintain and actively manage patient waitlists across providers and service lines.
• Identify available appointment capacity and match eligible patients to open appointments.
• Support provider utilization by minimizing unfilled appointment slots.
• Monitor scheduling activity for capacity constraints, access issues, and recurring scheduling barriers.
• Coordinate with operational leadership when scheduling trends indicate provider capacity or workflow issues.

• Confirm that required prior authorizations are in place before scheduling services subject to payer approval.
• Coordinate with authorization teams when patients are approaching authorized visit or service limits.
• Flag expired, pending, or incomplete authorizations before additional services are scheduled.
• Identify scheduling issues that could create reimbursement risk and escalate them to appropriate RCM teams.
• Support billing readiness by ensuring scheduling and authorization information is complete and accurate before services are rendered.
• Work collaboratively with intake, authorization, billing, and other revenue cycle teams to resolve patient access and payer-related issues.

• Manage appointment reminder workflows using applicable phone, text, email, or electronic scheduling tools.
• Support patients with basic telehealth scheduling and access needs.
• Provide appointment links, instructions, and basic connection support when applicable.
• Escalate technical issues outside the scope of scheduling support to the appropriate internal team.

• Maintain complete and accurate documentation of scheduling activity, appointment changes, cancellations, no-shows, patient communications, and authorization coordination.
• Ensure scheduling information within EHR, practice management, and other applicable healthcare systems remains current and accurate.
• Maintain patient confidentiality and comply with HIPAA and applicable healthcare privacy requirements.
• Support accurate documentation required for billing, payer audits, operational reporting, and revenue cycle performance monitoring.

• Track scheduling performance indicators such as appointment fill rates, cancellations, no-show rates, rescheduling activity, and provider utilization.
• Identify scheduling trends that may affect patient access, provider capacity, or revenue cycle performance.
• Participate in workflow improvement initiatives designed to improve scheduling efficiency, patient access, utilization, and billing readiness.

Qualifications

• Minimum of one year of experience in healthcare scheduling, patient access, medical administration, or another front-end Revenue Cycle Management function.
• Prior scheduling, patient access, or RCM experience supporting behavioral health services is required.
• Experience managing patient and provider schedules in a healthcare environment.
• Understanding of healthcare insurance and prior authorization requirements as they relate to scheduling.
• Experience using EHR, practice management, scheduling, or other healthcare systems.
• Ability to manage a high volume of appointments, schedule changes, and patient communications accurately.
• Strong organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Ability to work effectively with patients, providers, clinical teams, and revenue cycle teams.
• Working knowledge of HIPAA and healthcare confidentiality requirements.
• Associate degree or higher in healthcare administration, business, psychology, social work, or a related field preferred.

Requirements

• Experience working in a multi-provider or multi-location healthcare environment.
• Experience managing healthcare waitlists, appointment reminders, and provider utilization.
• Experience coordinating scheduling with prior authorization requirements.
• Experience supporting telehealth scheduling workflows.
• Bilingual English/Spanish communication skills preferred.
• US based candidates eligible for employment without sponsorship.