Centralized Scheduler

Centralized Scheduler

Claratel Behavioral Health is seeking a highly organized and client-focused Centralized Scheduler to support client access and scheduling across the outpatient behavioral health programs. The role is responsible for coordinating and scheduling outpatient appointments for clinical staff, including Just-In-Time (JIT) physician appointments, provider calendar reschedules, and referral-based visits.

Key Responsibilities:

• Schedule outpatient appointments for therapists, psychiatrists, nurse practitioners, and other clinical staff across multiple locations or programs
• Coordinate Just-In-Time (JIT) scheduling for physician appointments within designated timeframes (e.g., 35 calendar days from call)
• Process and schedule referrals from internal and external providers accurately and timely
• Manage provider calendar changes, cancellations, and reschedules while minimizing disruptions to care
• Confirm patient demographics, insurance information, and appointment needs at the time of scheduling
• Communicate appointment instructions to patients and answer basic questions related to the visit
• Monitor appointment availability and make real-time adjustments to optimize provider utilization
• Document all scheduling actions and communication in the electronic health record (EHR) system
• Collaborate with clinical teams, front desk staff, and utilization management to ensure seamless coordination of care
• Escalate urgent scheduling issues or conflicts to leadership as needed
• Maintain a courteous, professional, and empathetic demeanor when interacting with patients and staff
• Adhere to HIPAA, organizational policies, and centralized scheduling protocols

Skills and Competencies:

• Excellent customer service and communication skills, both verbal and written
• Strong attention to detail and ability to manage multiple tasks and priorities
• Proficiency in scheduling software and electronic health record systems (e.g., Avatar, Epic, or similar)
• Ability to understand provider calendars, availability rules, and referral workflows
• Professionalism and discretion when handling sensitive patient information
• Dependability, punctuality, and ability to work in a fast-paced team environment

Preferred Experience:

• 12 years of experience in medical scheduling or front office operations, preferably in behavioral health or outpatient settings
• Behavioral Health Technician (BHT) Training
• Familiarity with Just-In-Time scheduling models and centralized access workflows
• Bilingual communication skills are a plus
• Experience working in a call center or centralized scheduling environment is highly desirable

Pre-employment drug screening and successful completion of a criminal history background check is required.

Claratel Behavioral Health participates in E-Verify (Company ID: 226305)

Claratel Behavioral Health is an Equal Opportunity Employer. Candidates who may require an accommodation under the Americans with Disabilities Act or similar law to perform the essential functions of this job are encouraged to contact Human Resources at View email address on click.appcast.io.