KidSense is seeking a highly organized and customer-focused Front Desk Coordinator / Scheduler to join our fast paced and high-call volume clinic. The ideal candidate will have excellent communication skills, the ability to multitask, and a friendly demeanor to create a welcoming environment for our clients. As a Front Desk Coordinator /Scheduler, you will be the first point of contact for clients, ensuring smooth and efficient operations at the front desk while managing same-day scheduling needs.
Responsibilities:
Front Desk Greeter / Same Day Scheduler Duties:
- Monitor and respond to voicemail/email/wired client communications and document in EMR system call log.
- Answer phones and handle client inquiries.
- Track cancellations in the EMR system and inform families via phone and email.
- Notify clients of any same-day cancellations from clinicians and reschedule appointments as needed.
- Inform clients of current status related to cancellation policy, including charges/changes to permanent scheduling.
- Schedule clients for the current week (the next 5-7 days we are open), prioritizing therapists who have the most openings to support monthly targets.
- Ensure therapist open slots are filled at the beginning of each day.
- Send appointment reminders.
- Check clients in/out (ensure card on file, next scheduled appointment set).
- Send and monitor receipt of client documentation via company portals.
- Update client charts in EMR accurately with new information submitted.
- Add potential clients to the referral tracker and send out forms.
- Accurately enter client information from Patient Portals into the EMR.
- Ensure all documentation is received for sessions (insurance forms, MD scripts, payment forms).
- Address therapist follow-ups/requests.
- Check email to ensure there are no overdue scans/flagged emails (anything >48 hours).
- Update communication log between PM and AM.
- Update and monitor the Patient Priority List Wait List as clients shift to flex.
- Analyze referral log to follow up with referrals that have not been converted to new clients.
- Review attendance of active clients and follow up with the fall-off process.
- Ensure therapist open slots are filled at the beginning of each day.
- Reschedule canceled and missed appointments at the beginning of each day and as they occur.
- Provide clients with excusal notes.
Advanced Scheduler Duties:
- Build new therapist schedules.
- Process therapist time off to ensure clients are covered.
- Confirm and add openings to support clinicians maximizing schedules.
- Perm clients from the waitlist and remove from the waitlist once permed.
- Send flex emails and follow up with direct calls if self-booking is not sufficient.
- Enter school closures and provide Clinic Manager with a report of closures on the first of the month to ensure schedule maximized and therapist availability confirmed.
- Enter clinic closures and maximize reschedules.
- Convert referrals to evaluations by scheduling initial sessions.
- Ensure the waitlist is updated and organized at the end of the week, including new evals and current availability.
- Work on filling the schedule 7 days+ in advance.
- Report on scheduling stats to Clinic Manager to prioritize clinician and client scheduling.
- Notify families of scheduling holds.
- Liaise between clients and clinicians.
- Log information from clients/outside providers into the EMR system for clinician follow-up.
- Send information to clients as requested by clinicians.
- Fax and email sensitive information as needed.
- Document correspondence and send out documents.
- Update the EMR system and inform Client Care Coordinator/Billing Specialist of any client insurance changes.
- Coordinate with Billing and Client Care Coordinator when evaluations/initial sessions are set up (e.g., if accepting a previous eval, if not billing an eval for the first session).
- Update credit card info in client charts as needed.
- Verify authorization period current and visit limit not expired prior to scheduling clients.
- Monitor and coordinate with billing to address financial-related alerts as clients arrive.
- Notify families of any holds due to authorization needs.
Requirements:
- High level of professionalism and ability to maintain confidential information.
- Strong computer skills and attention to detail.
- Ability to multitask and work well under pressure.
- Excellent customer service and communication skills.
- Experience with EMR systems is preferred.
Join us at KidSense where your skills in coordination and customer service will be highly valued in a supportive and dynamic environment. We look forward to welcoming a dedicated Front Desk Coordinator to our team!
Schedule:
Mondays 1-7pm
Tuesdays 12-7pm
Wednesdays 1-7pm
Thursdays 12-7pm
Fridays 9-6pm
Job Type: Full-time
Pay: $16.00 - $18.00 per hour
Expected hours: 35 per week
Benefits:
- 401(k)
- 401(k) matching
- Bereavement leave
- Dental insurance
- Dependent health insurance coverage
- Health insurance
- Health savings account
- On-the-job training
- Paid orientation
- Paid time off
- Paid training
- Vision insurance
- Wellness program
Healthcare setting:
- Clinic
- Outpatient
- Private practice
Education:
- High school or equivalent (Preferred)
Experience:
- Customer service: 1 year (Required)
- Medical terminology: 1 year (Required)
- Computer skills: 1 year (Required)
Ability to Relocate:
- Danbury, CT 06810: Relocate before starting work (Required)
Work Location: In person