Front Desk & Scheduling Coordinator

Turnstone Center; Fort Wayne (IN); On-site; USD 32,000 - 42,000; Full time

Benefits offered by this job

12 paid holidays

8 paid sick days

Paid vacation time

Health insurance

Life insurance

On-site fitness facility

Job summary

Turnstone Center in Fort Wayne, IN seeks a Front Desk & Scheduling Coordinator to warmly greet guests, manage client check-ins, scheduling, and payments in a busy therapy department.

This hourly, non-exempt, 40-hour/week role supports providers and leadership by maintaining accurate records, coordinating communications and payments, and ensuring a calm, organized experience for all visitors, with emphasis on client-centered service. Proficiency with EHR and scheduling software is helpful.

Qualifications

• High School Diploma required.
• Minimum 1 year of experience in a medical office.
• Experience with an Electronic Health Record system/EPIC preferred.

Responsibilities

• Greet guests in a positive and prompt manner and assist as needed.
• Check in clients for appointments and notify staff as needed.
• Direct guests within the building and escort when appropriate.
• Answer the phone promptly and route calls to the right staff.
• Receive, receipt and record incoming monies using the payment system.
• Navigate EZ Facility and other scheduling software for bookings.
• Maintain knowledge of Turnstone programs to answer inquiries.
• Support therapy intake and cover front desks as needed.
• Complete administrative tasks and maintain records accurately.

Education

High School Diploma

Associate's degree in Business Administration/Office Administration

Tools

EPIC

Job description

Work for a nonprofit organization where our mission is to create possibilities by empowering people with disabilities to achieve their highest potential! Turnstone is the largest organization in the nation that offers the most comprehensive services under one roof. We are rapidly growing and looking for passionate, creative and motivated employees to join our team!

The Front Desk & Scheduling Coordinator works within the Therapy department and serves as a primary point of contact for Turnstone, providing welcoming, efficient front‑desk support while coordinating client check‑ins, scheduling, communications, and payments. This role supports providers, clients, and leadership by managing administrative operations, maintaining accurate records and systems, and ensuring a calm, organized, and positive experience for all guests. This is an hourly, non-exempt, 40-hour per week position.

Reception, Scheduling & Client Relations

• Greet the guests of Turnstone in a positive and prompt manner; inquire as to the need for assistance and promptly and courteously meet the need of the guest / staff; or contact the appropriate staff member. Follow-up with the guest as to actions taken, and make them comfortable while they wait.


• Check in clients as they arrive for their appointments and page staff of client’s arrival if needed.


• Direct guests within the building and escort if possible, or if needed; or ask an available staff person to escort the guest.


• Promptly answer the phone line; ask appropriate questions to be able to route incoming calls to the appropriate person.


• Receive, receipt and record incoming monies from clients and the public using Cardpointe or Epic.


• Navigate and process changes to EZ Facility, rental software, and other electronic scheduling programs.


• Understand the Mission of the agency and maintain current knowledge about Turnstone programs, activities and staff to be able to answer the guest’s questions or to route their inquiries appropriately.


• Maintain a calm and helpful demeanor in unexpected situations and ask for assistance when needed.


• Manage program schedule waitlists and schedule as there is provider availability.


• Use the member management system and EHR to support providers and leadership in managing provider schedules, including: scheduling and Re-scheduling appointments on behalf of providers, using client reminder software to remind clients of appointments and help reduce cancellation and no show rates, and encouraging clients to utilize the client portal by educating them on client portal capabilities and convenience.


• Work with Social Services Team to determine client needs.


• Provide support for overflow tasks and responsibilities for Therapy intake as needed.


• Provide coverage at other front desks with specific duties as needed and managed by Directors.

Administrative

• Sort and distribute incoming mail and faxes.


• Be responsible for maintaining documentation and records, accurately and timely.


• Maintain printer, copier and fax machines in working order and filled with paper and toner; restocking of office supplies.


• Maintain the postage machine and replenish funds as needed.


• Keep reception / lobby area tidy and free of clutter.


• Participate in continuing education in-service activities and meetings as required. Complete all agency mandatory in-services and competency testing annually.


• Participate in continuing education in the field of rehabilitation and social work as necessary to maintain licensure and / or specialized certifications.


• Complete all agency mandatory in-services and competency testing annually. Attend meetings, in-service training, and other community–related activities as assigned.


• Complete other related tasks as assigned by the supervisor/agency program managers/directors.

Required Qualifications

• High School Diploma


• At least 1 year of experience in a medical office setting

Preferred Qualifications

• Associate's degree in Business Administration, Office Administration, or related field


• Experience with an Electronic Health Record system/EPIC

Full-Time Turnstone Employees Receive The Following Benefits

• 12 paid holidays


• 8 paid sick days and 2 personal days after 90 days


• Paid vacation time – 1 week after 6 months, 2 weeks after 1 year


• Employer-sponsored life insurance, short-term and long-term disability insurance


• Health, dental and vison insurance offerings


• Health Saving Account (HSA) offering


• 403(b) retirement plan with employer match


• Employer-sponsored Employee Assistance Program


• Free on-site fitness membership including our fitness center, pool, & track


• 35% discount for our on-site childcare program (based on availability)


• 50% discount for our sports and recreation programs


• Eligibility for public service loan forgiveness (after waiting period)


• Supplemental insurance offerings (employee-paid)


• 529 plan payroll deduction available (employee-paid)