Job Description
Scheduling Specialist
At The Arc of the Ozarks, we are committed to providing compassionate, person-centered care to individuals and families in our community. We are seeking a highly organized and customer-focused Scheduling Specialist to support our Therapy Services team.
This position serves as the primary scheduler for Therapy services including Occupational Therapy (OT), Physical Therapy (PT), Speech Therapy (ST), Aquatics, AAC, and Feeding Therapy, while coordinating schedules for 24 providers. This role is essential in helping ensure clients receive timely and efficient access to services.
This is a full-time, hourly, non-exempt, in-office position with schedule options of 7:00 AM–4:00 PM or 8:00 AM–5:00 PM.
Essential Responsibilities
- Schedule and confirm client appointments including evaluations, follow-ups, and recurring therapy sessions
- Coordinate provider schedules to maximize efficiency and reduce wait times
- Manage appointment changes, cancellations, and rescheduling requests
- Maintain accurate client information within the Electronic Health Record (EHR) system
- Verify insurance information and assist with payer-related scheduling requirements
- Assist with front desk responsibilities including greeting/checking in clients and processing payments
- Communicate effectively with clients, providers, and team members to support smooth clinic operations
- Provide information regarding clinic services and appointment preparation instructions
- Assist with additional administrative support duties as needed
Qualifications
- High school diploma or equivalent required
- Minimum of 1 year of scheduling or administrative experience preferred, ideally in a healthcare setting
- Experience with EHR systems and medical terminology preferred
- Strong organizational, communication, and customer service skills
- Ability to multitask, work independently, and maintain confidentiality
- Knowledge of therapy services and insurance requirements preferred
Why Join The Arc?
At The Arc of the Ozarks, you’ll be part of a mission-driven organization dedicated to making a meaningful impact in the lives of others while working alongside a supportive and collaborative team.
Benefits include:
- Day 1 Medical, Dental, Vision, and Life Insurance
- PTO, Paid Holidays, and Birthday Off
- 403(b) with employer match
- Career growth opportunities
- Employee wellness and assistance resources
This role involves scheduling and confirming appointments, maintaining accurate client records in the EHR system, and coordinating with clinical staff to optimize schedules. The coordinator also assists with front desk responsibilities such as greeting/checking-in clients, processing payments, and providing information about clinic services. Effective communication with clients and healthcare providers is essential to ensure a smooth and efficient appointment scheduling process. This is an hourly, non exempt position.
The below is not intended to be an exhaustive list, but a general example of the nature of job duties performed.
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Essential Job Functions |
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Domain |
Description |
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Mission and Core Values |
Serves as an ambassador of the mission, purpose, and Core Values of The Arc of the Ozarks. |
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Knowledge and understanding of The Arc mission statement and will uphold in their daily work. |
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Essential Job Functions
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Schedule and confirm client appointments, including initial evaluations, follow-ups, and recurring sessions. Coordinate with clinical staff to optimize appointment schedules and reduce wait times. Send reminders for upcoming appointments and handle rescheduling or cancellations. |
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Maintain and update schedules, calendars, and agendas for providers. Monitor and adjust schedules as needed to accommodate changes or unexpected events. Enter and update client information in the Electronic Health Record (EHR) system. |
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Provide information about clinic services, appointment availability, and preparation instructions. Communicate effectively with clients, clinical staff, and other team members to ensure smooth appointment scheduling. |
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Process client payments, including co-pays, deductibles, and self-pay fees. |
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Assists with check in process, including verifying insurance information and obtaining necessary consents at time of service. |
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Work closely with clinical staff to ensure efficient client flow and address any issues that may arise. |
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Follow up with clients to confirm appointments as needed. |
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Demonstrates exceptional customer service skills. |
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As instructed by supervisor, may provide backup assistance to other administrative support positions |
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Communicates effectively with other team members verbally and in written form. |
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Required Knowledge, Skills, and Abilities |
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Minimum Experience and Training Qualifications |
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