Behavioral Health Scheduler: Access & Retention

South Coast Community Services; San Bernardino (CA); On-site; USD 44,000 - 58,000; Full time

Job summary

South Coast Community Services seeks a dedicated Behavioral Health Scheduling Coordinator to manage all ongoing appointment scheduling for SCCS clients across San Bernardino, Orange Counties, and beyond. You will own scheduling after intake, coordinating therapy appointments, reminders, telehealth support, and authorizations to ensure payer approval is obtained.

Responsibilities include rescheduling, no-show follow-ups, waitlist management, and KPI tracking to optimize access and provider

Qualifications

• Proficiency in EHR systems (MyEvolve preferred) and standard office software.
• Strong organizational skills and high attention to detail; manage large volumes of appointments across multiple programs/sites.
• Clear, professional telephone and written communication; work with clients and clinical staff.
• HIPAA confidentiality requirements; HIPAA certification within 30 days if not already held.
• Commitment to culturally responsive communication across diverse service population in San Bernardino and Orange Counties and beyond.
• Valid California driver’s license, proof of automobile insurance.

Responsibilities

• Ongoing Client Scheduling: manage all ongoing appointment scheduling for enrolled clients across programs and locations.
• Coordinate provider schedules and room availability; ensure appointments are booked efficiently and access standards are maintained.
• Confirm appointment details with clients; send reminders and coordinate pre-appointment documentation.
• Reschedules and Current Client Needs: handle rescheduled requests; document changes in MyEvolve/EHR.
• Respond to urgent scheduling needs; escalate conflicts or clinical concerns as needed.
• No-Show Follow-Up: contact missed clients within 24 hours; reschedule during same call; document outcomes.
• Flag repeated no-shows for clinical follow-up; escalate safety concerns as needed.
• Appointment Reminders, Waitlist, and Telehealth Support: manage reminder workflows; backfill using waitlist; assist with telehealth access.
• Maintain waitlists; backfill openings; assist clients with Zoom and technical issues.
• Authorization Coordination: verify required prior authorizations before PA-based scheduling.
• Do not schedule payer-required PA until authorization status is confirmed.
• Scheduling Performance Tracking: track KPIs like fill rate, no-show rate, rescheduling rate, provider utilization.
• Flag trends indicating access issues or capacity gaps.
• Documentation and Compliance: real-time entry in MyEvolve/EHR; HIPAA compliant communications.
• Support billing compliance and DHCS reporting requirements.
• Virtual Office Check-In (VOC): complete VOC steps for enrolled clients; ensure billing readiness and continuity of care.
• Perform related duties as required.

Skills

EHR proficiency

Organization

Communication

HIPAA knowledge

Bilingual English/Spanish (preferred)

Education

High school diploma or equivalent

Associate’s degree or higher in healthcare administration, psychology, social work, or related field (preferred)

Job description

South Coast Community Services seeks a dedicated Behavioral Health Scheduling Coordinator to manage all ongoing appointment scheduling for SCCS clients across San Bernardino, Orange Counties, and beyond. You will own scheduling after intake, coordinating therapy appointments, reminders, telehealth support, and authorizations to ensure payer approval is obtained.

Responsibilities include rescheduling, no-show follow-ups, waitlist management, and KPI tracking to optimize access and provider