Clinic Scheduling & Family Care Coordinator

Pho Prime, LLC; Wisconsin; On-site; USD 32,000 - 42,000; Full time

Job summary

Pho Prime, LLC is seeking a Scheduling Specialist to serve as the face of the clinic for clients and families, coordinating start of service and ensuring timely, accurate scheduling changes for staff and clients. The role supports the clinical team and daily center operations while maintaining confidentiality and HIPAA compliance.

You will greet clients, answer phones, and manage scheduling tasks, including onboarding new clients and coordinating with intake.

Qualifications

• Must be a high school graduate/GED equivalent.
• At least one year of comparable experience working with clients and/or families in medical or therapeutic settings; admin or customer service experience preferred.
• Knowledge of HIPAA privacy and security rules and regulations.

Responsibilities

• Schedule permanent schedules and variances.
• Greet clients and families as they arrive at the clinics.
• Record cancellations, reschedules, and time off accurately to ensure treatment hours are maintained.
• Respond to phone inquiries and forward requests as needed.
• Coordinate onboarding for new clients from meet-and-greet to first day of ABA.
• Support center operations, including logistics, cleanliness, and supplies.
• Facilitate daily communication between the clinic and corporate support.

Skills

Strong organizational skills

Attention to detail

Multi-line phone systems

Professional demeanor

Verbal and written communication

Initiative and self-management

HIPAA knowledge

Confidentiality adherence

Education

High school diploma or GED

Job description

Pho Prime, LLC is seeking a Scheduling Specialist to serve as the face of the clinic for clients and families, coordinating start of service and ensuring timely, accurate scheduling changes for staff and clients. The role supports the clinical team and daily center operations while maintaining confidentiality and HIPAA compliance.

You will greet clients, answer phones, and manage scheduling tasks, including onboarding new clients and coordinating with intake.