Patient Scheduler

The University of Texas at Austin; Austin (TX); Hybrid; USD 36,000 - 44,000; Full time

Job summary

The University of Texas at Austin is seeking a Patient Scheduler to coordinate appointments for the TCHATT program, supporting telemedicine services for school districts in Central Texas. You will work closely with behavioral health clinicians and clinical staff to optimize patient flow and ensure timely access to behavioral health services.

The role requires a High School diploma with 2+ years of scheduling experience; familiarity with scheduling software and EHRs; bilingual English/Spanish is

Qualifications

• High School Diploma/GED with 2+ years in a similar role.
• Basic computer skills and familiarity with scheduling software.
• Relevant education/experience may be substituted as appropriate.

Responsibilities

• Schedule, cancel, and reschedule patient appointments.
• Coordinate with behavioral health providers to ensure availability.
• Communicate with patients, guardians, and referring entities.
• Maintain and update patient records in the EHR.
• Resolve scheduling conflicts and support clinical staff.

Skills

Scheduling software

Customer service

Communication

Bilingual English/Spanish

Education

High School Diploma or GED

Bachelor's degree preferred

Tools

EHR systems

Microsoft Office

Job description

Job Summary

The Patient Scheduler is responsible for coordinating and scheduling patient appointments, ensuring efficient patient flow and optimal use of clinical resources. This role works closely with behavioral health clinicians and clinical support staff caring for patients enrolled in the TCHATT program, which provides telemedicine or telehealth programs to school districts in Central Texas to help identify and assess the behavioral health needs of children and adolescents and provide access to behavioral health services. The Patient Scheduler plays a vital role in enhancing patient satisfaction and operational efficiency by managing appointment schedules and communicating with stakeholders regarding appointments.

General Notes

This is a state-funded position sponsored by the Texas Child Mental Health Care Consortium (TCMHCC). TCMHCC was created by the 86th Texas Legislature to leverage the expertise and capacity of the health-related institutions of higher education to address urgent mental health challenges and improve the mental health care system in this state in relation to children, adolescents, and perinatal women. The University of Texas at Austin Dell Medical School serves as a designated Health-Related Institution (HRI) under TCMHCC. A flexible working arrangement can be accommodated based upon the needs of the program and with supervisor approval. This position may require occasional work on-site for some of the scheduled work week. Remote work will require reliable internet access and a suitable private workspace free from distractions. This position will work 40 hours per week with daily hours designated between 7 a.m. and 6 p.m. Monday through Friday. This position has an end date of 8/31/2027, but may be renewable based upon availability of funding, work performance, and progress toward goals. Funding is expected to continue.

ESSENTIAL JOB FUNCTIONS

• Schedule Patient Appointments
  • Schedule, cancel, and reschedule patient appointments.
  • Coordinate with behavioral health providers and clinical support staff to ensure availability.
  • Manage and prioritize appointment requests based on urgency.
• Patient and Stakeholder Communication
  • Communicate with patients, guardians, and referring entities.
  • Communicate with patient and/or guardian regarding appointment details, changes, and cancellations.
  • Complete appointment confirmation calls, ensuring patients attend their appointment and support with rescheduling requests.
  • Support families, by phone, email or as requested in clinical visits, who need extra assistance in completing required forms, have language barriers, or trouble accessing virtual telehealth services.
  • Respond to inquiries and requests from patients, guardians, and referring entities in a timely manner via phone, text, email, virtual calls and other program platforms.
  • Answer inquiries regarding appointment schedules.
  • Provide information about clinical services and processes.
• Maintain Patient Records
  • Gather needed information and forms to create client charts in the electronic health record (EHR) system.
  • Update and manage patient records in the EHR system.
  • Ensure confidentiality and accuracy of patient information.
  • Follow policies around documentation standards and timelines.
• Coordinate with Clinical Staff
  • Work closely with behavioral health professionals to schedule appointments.
  • Ensure smooth and efficient patient flow.
  • Address and resolve scheduling conflicts.
• Other duties as identified by department

MARGINAL OR PERIODIC FUNCTIONS

• Report Equipment Malfunctions
  • Report and troubleshoot technical issues.
  • Coordinate with IT for resolution.
• Support Administrative Tasks
  • Assist with data entry and record-keeping.
  • Provide clerical support.

KNOWLEDGE/SKILLS/ABILITIES

Customer Focus Skilled Definition: Understands and meets the needs of customers; provides excellent service. Effective Behaviors: Responds promptly to patient and stakeholder inquiries. Maintains a positive attitude . Resolves issues efficiently. Interpersonal Savvy Skilled Definition: Relates well to all kinds of people; builds rapport easily. Effective Behaviors: Communicates clearly and effectively. Demonstrates empathy and understanding. Handles difficult situations with tact. Action Oriented Skilled Definition: Takes on new opportunities and challenges with energy and enthusiasm. Effective Behaviors: Acts quickly to address issues. Shows initiative in improving processes. Maintains high productivity levels. Decision Quality Skilled Definition: Makes good decisions based on analysis, wisdom, experience, and judgment. Effective Behaviors: Evaluates options thoroughly. Considers the impact of decisions. Makes timely and effective decisions. Manages Conflict Skilled Definition: Handles conflicts effectively; finds common ground and solutions. Effective Behaviors: Addresses conflicts directly. Mediates disputes calmly. Seeks win‑win solutions.

EDUCATION & EXPERIENCE MINIMUM QUALIFICATIONS

• Requires a High School Diploma/GED with at least 2 year(s) of experience in a similar role.
• Basic computer skills and familiarity with scheduling software.
• Relevant education and experience may be substituted as appropriate.

PREFERRED QUALIFICATIONS

• Bachelor’s degree in a related field with at least 2 year(s) of experience in a medical, mental health, educational, or other related setting.
• Advanced proficiency in scheduling software and customer service.
• Bilingual in Spanish and English.
• Experience in electronic medical record systems management.

LICENSES, REGISTRATIONS OR CERTIFICATIONS REQUIRED

• None
• Certification in Healthcare Access Management (CHAM)

Salary Range $40,000+ depending on qualifications

WORKING ENVIRONMENT/EQUIPMENT

• Standard office equipment
• Repetitive use of a keyboard

---- Employment Eligibility: Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

---- Retirement Plan Eligibility: The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

---- Background Checks: A criminal history background check will be required for finalist(s) under consideration for this position.

---- Equal Opportunity Employer: The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

---- Pay Transparency: The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

---- Employment Eligibility Verification: If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

---- E-Verify: The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following: E-Verify Poster (English and Spanish) [PDF] Right to Work Poster (English) [PDF] Right to Work Poster (Spanish) [PDF]

---- Compliance: Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act) . If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031. The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.

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