Clinic Scheduling Coordinator at Little Land Pediatric Therapy & Play Gym

The Clinic Scheduling Coordinator is responsible for managing all aspects of patient scheduling to ensure maximum therapist productivity, minimal cancellations, and a seamless experience for families. This role requires strong organization, proactive communication, and the ability to manage a fast-paced clinical environment with minimal supervision.

The Scheduling Coordinator plays a key role in maintaining therapist caseloads, supporting clinic revenue, and ensuring patients receive consistent care.

Responsibilities

1. Scheduling & Calendar Management

• Schedule new patient evaluations and ongoing treatment sessions
• Maintain full, optimized therapist schedules
• Manage cancellations and reschedule patients promptly
• Monitor attendance and proactively address frequent cancellations
• Maintain accurate scheduling within EMR system
• Coordinate room and equipment scheduling as needed

2. Patient & Family Communication

• Serve as primary contact for scheduling inquiries
• Confirm appointments and send reminders
• Communicate clinic policies regarding attendance and cancellations
• Maintain professional and compassionate communication with families

3. Waitlist & Caseload Management

• Maintain and manage clinic waitlist
• Fill open appointment slots within 24 hours when possible
• Balance therapist caseloads for productivity and efficiency
• Coordinate therapist schedule adjustments as needed

4. Administrative Support

• Assist with insurance authorization date tracking (if applicable)
• Support front desk coverage as needed
• Maintain accurate patient demographic and contact information
• Assist with reports related to scheduling metrics

Performance Expectations

• Therapist schedules maintained at 90–100% capacity
• Open slots filled within 24 hours
• Minimal scheduling errors
• High family satisfaction with communication
• Consistent enforcement of clinic attendance policies

Requirements

• High school diploma required; Associate’s or higher preferred
• 1–2 years of medical or therapy clinic scheduling experience preferred
• Experience with EMR systems strongly preferred
• Strong organizational and time management skills
• Excellent verbal and written communication skills
• Ability to multitask in a fast-paced pediatric environment
• Professional, team-oriented attitude

Core Competencies

• Attention to detail
• Problem-solving
• Initiative and independence
• Professional communication
• Time management
• Confidentiality and HIPAA compliance