The RCM Scheduling Coordinator manages patient appointments, provider calendars, and waitlists while ensuring all prior authorizations are in place. They also handle rescheduling, no-show follow-ups, and provide telehealth support to maintain continuity of care and revenue cycle accuracy.
Responsibilities
Patient Scheduling
Manage ongoing patient appointment scheduling following completion of the initial intake and assessment process.
Coordinate patient appointments based on provider availability, service requirements, location, and applicable scheduling guidelines.
Confirm appointment details with patients, including date, time, provider, location, and telehealth instructions when applicable.
Ensure required patient information and documentation are complete prior to scheduled services.
Maintain accurate and current provider calendars and appointment information within applicable scheduling and healthcare systems.
Coordinate scheduling needs with clinical, intake, authorization, and other operational teams.
Rescheduling and Patient Coordination
Respond promptly to patient and provider rescheduling requests and secure appropriate replacement appointments.
Manage provider changes, scheduling conflicts, location changes, and transitions between in-person and telehealth services.
Document appointment changes and patient communications accurately and in a timely manner.
Escalate scheduling issues that may affect patient access, reimbursement, or continuity of services to the appropriate team.
No-Show and Cancellation Management
Conduct timely follow-up on missed appointments and cancellations with the goal of rescheduling patients and maintaining continuity of services.
Document no-show and cancellation activity within applicable healthcare systems.
Identify recurring no-show or cancellation patterns and escalate them according to established workflows.
Use cancellations and open appointments to backfill available provider capacity whenever possible.
Waitlist and Provider Utilization
Maintain and actively manage patient waitlists across providers and service lines.
Identify available appointment capacity and match eligible patients to open appointments.
Support provider utilization by minimizing unfilled appointment slots.
Monitor scheduling activity for capacity constraints, access issues, and recurring scheduling barriers.
Coordinate with operational leadership when scheduling trends indicate provider capacity or workflow issues.
Authorization and Revenue Cycle Coordination
Confirm that required prior authorizations are in place before scheduling services subject to payer approval.
Coordinate with authorization teams when patients are approaching authorized visit or service limits.
Flag expired, pending, or incomplete authorizations before additional services are scheduled.
Identify scheduling issues that could create reimbursement risk and escalate them to appropriate RCM teams.
Support billing readiness by ensuring scheduling and authorization information is complete and accurate before services are rendered.
Work collaboratively with intake, authorization, billing, and other revenue cycle teams to resolve patient access and payer-related issues.
Appointment Reminders and Telehealth Support
Manage appointment reminder workflows using applicable phone, text, email, or electronic scheduling tools.
Support patients with basic telehealth scheduling and access needs.
Provide appointment links, instructions, and basic connection support when applicable.
Escalate technical issues outside the scope of scheduling support to the appropriate internal team.
Documentation and Compliance
Maintain complete and accurate documentation of scheduling activity, appointment changes, cancellations, no-shows, patient communications, and authorization coordination.
Ensure scheduling information within EHR, practice management, and other applicable healthcare systems remains current and accurate.
Maintain patient confidentiality and comply with HIPAA and applicable healthcare privacy requirements.
Support accurate documentation required for billing, payer audits, operational reporting, and revenue cycle performance monitoring.
Performance and Reporting
Track scheduling performance indicators such as appointment fill rates, cancellations, no-show rates, rescheduling activity, and provider utilization.
Identify scheduling trends that may affect patient access, provider capacity, or revenue cycle performance.
Participate in workflow improvement initiatives designed to improve scheduling efficiency, patient access, utilization, and billing readiness.
Qualifications
Minimum of one year of experience in healthcare scheduling, patient access, medical administration, or another front-end Revenue Cycle Management function.
Prior scheduling, patient access, or RCM experience supporting behavioral health services is required.
Experience managing patient and provider schedules in a healthcare environment.
Understanding of healthcare insurance and prior authorization requirements as they relate to scheduling.
Experience using EHR, practice management, scheduling, or other healthcare systems.
Ability to manage a high volume of appointments, schedule changes, and patient communications accurately.
Strong organizational skills and attention to detail.
Strong verbal and written communication skills.
Ability to work effectively with patients, providers, clinical teams, and revenue cycle teams.
Working knowledge of HIPAA and healthcare confidentiality requirements.
Associate degree or higher in healthcare administration, business, psychology, social work, or a related field preferred.
Requirements
Experience working in a multi-provider or multi-location healthcare environment.
Experience managing healthcare waitlists, appointment reminders, and provider utilization.
Experience coordinating scheduling with prior authorization requirements.
“I was the first applicant for a remote marketing position that got listed on the company website the same day I applied. Had an interview within 48 hours!”
— Sarah J.
·
Marketing Manager
★★★★★
Verified
