Medical Office Scheduler

What You'll Do

• Create Exceptional Family Experiences
• Welcome and assist patients, families, and visitors with professionalism and warmth.
• Help families navigate scheduling needs and communicate important information.
• Answer phones and respond to questions with empathy and excellent customer service.
• Address concerns and provide solutions that support a positive patient experience.
• Maintain accurate patient records and electronic health records (EHR).
• Scan and organize documents.
• Absorb and organize patient information, insurance details, and authorizations.
• Coordinate communication between therapists, office staff, and families.
• Support new patient onboarding and assessment processes.

Master the Art of Scheduling

• Create and manage long-term therapy schedules across multiple disciplines.
• Schedule evaluations and recurring appointments efficiently.
• Collaborate with insurance and authorization teams to ensure services are approved and ready to begin.
• Proactively adjust schedules to reduce cancellations and fill openings.
• Manage therapist schedule changes, planned time off, and clinic growth.

Collaborate with Clinic Operations

• Maintain accurate patient records and electronic health records (EHR).
• Assist with patient check-ins, payments, and copay collection when needed.
• Coordinate communication between therapists, office staff, and families.
• Support new patient onboarding and assessment processes.

Be a Collaborative Team Player

• Participate in weekly interdisciplinary collaboration meetings.
• Work closely with therapists and administrative staff to ensure seamless patient care.
• Share ideas that improve efficiency, patient satisfaction, and clinic operations.
• Adapt quickly to changing priorities and unexpected situations.
• Foster a positive, supportive workplace culture.

Maintain Compliance and Accuracy

• Follow HIPAA regulations and maintain confidentiality at all times.
• Absorb and organize patient information, insurance details, and authorizations.
• Absorb and organize patient information, insurance details, and authorizations.
• Assist with ABA authorization management, submissions, corrections, and renewals.
• Support compliance efforts that help patients receive uninterrupted services.

Required Skills

• Exceptional organizational and time management skills.
• Strong problem-solving abilities and attention to detail.
• Ability to multitask in a busy healthcare environment.
• Excellent verbal and written communication skills.
• Proficiency with computers and office software.
• Ability to maintain confidentiality and professionalism.
• Commitment to teamwork and continuous improvement.
• Ability to adapt to changing priorities and clinic needs.

Preferred Qualities

• Experience in medical scheduling, healthcare administration, or customer service.
• Knowledge of insurance authorizations and healthcare documentation.
• Passion for helping children and supporting families.

Physical & Environmental Requirements

• Ability to work at a computer for extended periods.
• Ability to lift and move items up to 30 pounds.
• Occasional prolonged standing.
• Ability to communicate effectively in person, by phone, and in writing.
• Ability to remain calm and professional during crisis situations.
• Ability to navigate emotionally sensitive conversations with caregivers compassionately and professionally.

Why Join No Stone Unturned?

We're more than a therapy clinic—we're a team dedicated to helping children reach their fullest potential. Every schedule you create, every family you assist, and every problem you solve helps a child access life-changing therapy services.