Patient Schedule Coordinator

Western Pacific Psychological; California (MO); On-site; USD 42,000 - 64,000; Part time

Benefits offered by this job

401(k)

Bonus based on performance

Company parties

Competitive salary

Dental insurance

Health insurance

Opportunity for advancement

Paid time off

Training & development

Vision insurance

Job summary

Western Pacific Psychological is seeking a scheduling coordinator to manage patient appointments across multiple clinicians and locations, including in‑person and telehealth visits. You will coordinate initial evaluations, follow‑ups, testing, and medication management while ensuring authorization status aligns with treatment plans and HIPAA requirements.

The role requires Spanish fluency and strong calendar management, with exposure to EHR systems and collaboration with claims adjusters and

Qualifications

• Must be able to speak Spanish fluently.
• Experience coordinating medical appointments and treatment visits.
• Ability to manage calendars across multiple clinicians and locations.
• Familiarity with HIPAA and medical record standards.

Responsibilities

• Schedule initial evaluations, follow‑up visits, psychological testing, and medication management appointments.
• Coordinate appointments in accordance with authorization status and treatment plans.
• Manage urgent referrals and priority cases based on claim requirements.
• Maintain accurate provider calendars across multiple clinicians and locations (in‑person and telehealth).
• Collect and confirm required referral documentation before appointments.
• Enter accurate appointment details into EHR systems.
• Maintain compliance with HIPAA and workers’ compensation documentation standards.
• Track cancellations, no‑shows, and reschedules.
• Communicate missed appointment activity to adjusters when required.
• Support reporting requests related to treatment frequency and utilization.

Skills

Spanish fluency

Scheduling coordination

Tools

EHR software

Calendar management tools

Job description

Benefits

• 401(k)
• Bonus based on performance
• Company parties
• Competitive salary
• Dental insurance
• Health insurance
• Opportunity for advancement
• Paid time off
• Training & development
• Vision insurance

Patient Scheduling and Coordination

• Must be able to speak Spanish fluently
• Schedule initial evaluations, follow‑up visits, psychological testing, and medication management appointments
• Coordinate appointments in accordance with authorization status and treatment plans
• Manage urgent referrals and priority cases based on claim requirements
• Maintain accurate provider calendars across multiple clinicians and locations (in‑person and telehealth)

Workers’ Compensation Authorization Workflow

• Confirm treatment authorization prior to scheduling when required
• Track RFAs, approvals, deferrals, and denials
• Monitor authorization expiration dates and visit limits
• Coordinate scheduling adjustments based on UR determinations

Adjuster and Case Manager Communication

• Serve as a scheduling liaison with claims adjusters, nurse case managers, and employer representatives
• Confirm appointment approvals and provide scheduling updates
• Respond to adjuster inquiries regarding availability and treatment status
• Assist with rescheduling when claim conditions change

MPN Compliance Support

• Verify injured worker eligibility within Medical Provider Networks
• Ensure scheduling aligns with MPN participation requirements
• Maintain documentation supporting network status when requested

Intake and Documentation Coordination

• Collect and confirm required referral documentation before appointments
• Ensure intake packets are completed prior to evaluation
• Enter accurate appointment details into EHR systems
• Maintain compliance with HIPAA and workers’ compensation documentation standards

Attendance Monitoring and Reporting

• Track cancellations, no‑shows, and reschedules
• Communicate missed appointment activity to adjusters when required
• Support reporting requests related to treatment frequency and utilization