Patient Scheduling Coordinator

Summary

Join Chatterboxes, a leading pediatric speech-language pathology team, as a Patient Scheduling Coordinator! This remote, part-time role (15-20 hours/week) involves coordinating schedules between patients and SLPs, ensuring optimal matches based on various factors. You will manage appointments, communicate with families, maintain records in Simple Practice and other systems, and collaborate closely with the clinical team. This position requires strong organizational skills, tech proficiency, and a commitment to exceptional customer service. If you're a tech-savvy organizer passionate about making a difference in children's lives, this opportunity offers a fulfilling work experience with a mission-driven company.

Requirements

• Minimum of 2 years of equivalent administrative experience
• Proficiency in Slack for team communication
• Experience with Google Sheets and Google Docs
• Home or office setup that supports efficient working processes
• Comfortable with remote work and self-management once given clear direction
• Self-starter with tenacity, comfortable working independently, multitasking to meet deadlines & ready to deliver
• Proficiency with modern technology and a knack for learning new digital systems
• Demonstrated commitment to customer care, compassion, and satisfaction, with an obsessive focus on timelines and deliverables
• An optimistic, upbeat, and resilient attitude, coupled with a solution-oriented mindset
• Possess an innate commitment to honesty and integrity
• Ability to dial up or down your time commitment to the role which will require an average of 15-20 hours per week but at times may increase based on seasonality
• Comfort with or learning how to use practice management software (Simple Practice)
• Experience with productivity tools including Google Workspace, Slack, Zoom and Monday.com
• Ability to quickly learn and adapt to new technology platforms

Responsibilities

• Create perfect matches between patients and SLPs based on multiple variables including clinician expertise, geographic location, availability, and age/diagnosis preferences
• Coordinate both teletherapy and in-home visits, using Google Maps to optimize travel routes for clinicians
• Maintain a dynamic waiting list using Monday.com to efficiently match clients with available appointment times
• Coordinate therapy sessions with private client schools
• Maintain up-to-date records in Simple Practice, including new client information, progress reports, and intake forms
• Keep clinician availability calendars current and accurate
• Track SLP specialties, interests, and availability using Google Docs and Sheets
• Communicate efficiently with the team through Slack for all scheduling updates
• Guide families through the onboarding process with clear communication and necessary information
• Manage appointment modifications and make-up sessions with care and attention
• Document special requirements for home visits, including parking, directions, and security details
• Provide warm, professional communication via phone and email
• Work closely with Clinical Leaders daily to optimize new client placement
• Keep SLPs informed of schedule changes and new appointments
• Support the entire team in maintaining efficient scheduling processes

Preferred Qualifications

• Bachelor's degree in a related field
• Natural talent for organization and process improvement
• Tech-savvy mindset with eagerness to learn new systems
• Experience with scheduling or dispatching, particularly in home care settings
• Problem-solving abilities that help you tackle complex scheduling puzzles
• Genuine enjoyment in providing exceptional customer service
• Strong communication skills across multiple platforms (phone, email, Slack)
• Ability to juggle multiple priorities while maintaining attention to detail

Benefits

• Competitive compensation and job title reflecting your experience and qualifications
• Flexibility of remote work, allowing you to achieve a healthy work-life balance while contributing to our team's success
• A meaningful part-time role where you directly contribute to children's developmental journeys
• The opportunity to make a real difference in families' lives through exceptional service
• A supportive culture that values compassion, creativity, and positive energy
• Sleep well at night and be proud of your work by being a part of a team of women in a mission driven company changing the pediatric speech language pathology industry