Centralized Scheduler - 221902

Claratel Behavioral Health; Decatur (GA); On-site; USD 36,000 - 48,000; Full time

Job summary

Claratel Behavioral Health is seeking a Centralized Scheduler to support client access and scheduling across outpatient behavioral health programs. The role handles coordinating and scheduling appointments for clinical staff, including Just-In-Time physician slots, referrals, and calendar changes.

Ideal candidates are highly organized, customer-focused, and able to maintain HIPAA compliance while coordinating across multiple locations.

Qualifications

• 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

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., 3-5 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

Job description

About Claratel Behavioral Health

Claratel Behavioral Health is an innovative, community-based behavioral health and developmental disabilities services organization offering a full range of mental health, developmental disabilities, and substance use disorder services to underserved individuals. As a public, not-for-profit organization, Claratel Behavioral Health operates in more than 20 locations in DeKalb County, Georgia, with a diverse workforce of more than 400 direct-care and support staff.

About Claratel Behavioral Health

Claratel Behavioral Health is an innovative, community-based behavioral health and developmental disabilities services organization offering a full range of mental health, developmental disabilities, and substance use disorder services to underserved individuals. As a public, not-for-profit organization, Claratel Behavioral Health operates in more than 20 locations in DeKalb County, Georgia, with a diverse workforce of more than 400 direct-care and support staff.

If you are passionate about driving change in behavioral health and developmental services and are eager to work in an environment that values innovation and inclusivity, Claratel Behavioral Health is the place for you. Here, your work is impactful, your growth is prioritized, and your well-being is supported. Together, we can forge pathways to a healthier future for all.

Centralized Scheduler

Location: Claratel Winn Way- 445 Winn Way, Decatur, GA 30030

Hours: Monday - Friday 8:00am- 5:00pm (Onsite)

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., 3-5 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

• 1-2 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 [e-mail].