RCM Scheduling Coordinator - Behavioral Health: Remote

GeBBS Healthcare Solutions, Inc.; United States; Remote; USD 26,000 - 30,000; Full time

Job summary

GeBBS Healthcare Solutions, Inc. is seeking a scheduling specialist to manage patient appointments across multiple locations and telehealth, ensuring accuracy of details and provider availability.

You will collaborate with clinical, intake, authorization, and billing teams to support access, reimbursements, and HIPAA compliance, with a focus on high-volume scheduling and patient satisfaction.

Qualifications

• Minimum of one year of experience in healthcare scheduling, patient access, medical administration, or another front-end Revenue Cycle Management function.
• Experience supporting behavioral health scheduling is required.
• Experience managing patient and provider schedules in a healthcare environment.
• Understanding of healthcare insurance and prior authorization requirements as they relate to scheduling.
• Associate degree or higher in healthcare administration or related field preferred.

Responsibilities

• Manage ongoing patient appointment scheduling following completion of the initial intake and assessment process.
• Coordinate patient appointments based on provider availability, service requirements, location, and applicable scheduling guidelines.
• Confirm appointment details with patients, including date, time, provider, location, and telehealth instructions when applicable.
• Ensure required patient information and documentation are complete prior to scheduled services.
• Maintain accurate and current provider calendars and appointment information within applicable scheduling and healthcare systems.
• Coordinate scheduling needs with clinical, intake, authorization, and other operational teams.
• Respond promptly to patient and provider rescheduling requests and secure appropriate replacement appointments.
• Manage provider changes, scheduling conflicts, location changes, and transitions between in-person and telehealth services.
• Document appointment changes and patient communications accurately and in a timely manner.
• Escalate scheduling issues that may affect patient access, reimbursement, or continuity of services to the appropriate team.
• Document no-show and cancellation activity within applicable healthcare systems.
• Identify recurring no-show or cancellation patterns and elevate them according to established workflows.
• Use cancellations and open appointments to backfill available provider capacity whenever possible.
• Maintain and actively manage patient waitlists across providers and service lines.
• Identify available appointment capacity and match eligible patients to open appointments.
• Support provider utilization by minimizing unfilled appointment slots.
• Monitor scheduling activity for capacity constraints, access issues, and recurring scheduling barriers.
• Coordinate with operational leadership when scheduling trends indicate provider capacity or workflow issues.
• Confirm that required prior authorizations are in place before scheduling services subject to payer approval.
• Coordinate with authorization teams when patients are approaching authorized visit or service limits.
• Flag expired, pending, or incomplete authorizations before additional services are scheduled.
• Identify scheduling issues that could create reimbursement risk and elevate them to appropriate RCM teams.
• Support billing readiness by ensuring scheduling and authorization information is complete and accurate before services are rendered.
• Work collaboratively with intake, authorization, billing, and other revenue cycle teams to resolve patient access and payer-related issues.
• Manage appointment reminder workflows using applicable phone, text, email, or electronic scheduling tools.
• Support patients with basic telehealth scheduling and access needs.
• Provide appointment links, instructions, and basic connection support when applicable.
• Escalate technical issues outside the scope of scheduling support to the appropriate internal team.
• Maintain complete and accurate documentation of scheduling activity, appointment changes, cancellations, no-shows, patient communications, and authorization coordination.
• Ensure scheduling information within EHR, practice management, and other applicable healthcare systems remains accurate and current.
• Maintain patient confidentiality and comply with HIPAA and applicable privacy requirements.
• Support accurate documentation required for billing, payer audits, operational reporting, and revenue cycle performance monitoring.
• Track scheduling performance indicators such as appointment fill rates, cancellations, no-show rates, rescheduling activity, and provider utilization.
• Identify scheduling trends that may affect patient access, provider capacity or revenue cycle performance.
• Participate in workflow improvement initiatives designed to improve scheduling efficiency, patient access, utilization, and billing readiness.

Skills

Healthcare scheduling

Patient access

Revenue Cycle Management

EHR systems

Bilingual English/Spanish

HIPAA compliance

Attention to detail

Education

Associate degree or higher in healthcare administration or related field

Job description

GeBBS Healthcare Solutions is a leading provider of Revenue Cycle Management (RCM) and Risk Adjustment services, helping healthcare organizations optimize operations, improve financial performance, maintain compliance, and enhance the patient experience. Recognized as a KLAS® Top Performer, GeBBS combines innovative technology, industry expertise, and a commitment to excellence to deliver measurable results for clients across the healthcare industry. We are dedicated to being a trusted healthcare partner by upholding the highest standards of quality, information security, and compliance.

At GeBBS, we foster a collaborative and growth-oriented culture where employees are empowered to develop their skills, advance their careers, and make a meaningful impact in transforming healthcare.

Responsibilities

• Manage ongoing patient appointment scheduling following completion of the initial intake and assessment process.
• Coordinate patient appointments based on provider availability, service requirements, location, and applicable scheduling guidelines.
• Confirm appointment details with patients, including date, time, provider, location, and telehealth instructions when applicable.
• Ensure required patient information and documentation are complete prior to scheduled services.
• Maintain accurate and current provider calendars and appointment information within applicable scheduling and healthcare systems.
• Coordinate scheduling needs with clinical, intake, authorization, and other operational teams.

Rescheduling and Patient Coordination

• Respond promptly to patient and provider rescheduling requests and secure appropriate replacement appointments.
• Manage provider changes, scheduling conflicts, location changes, and transitions between in-person and telehealth services.
• Document appointment changes and patient communications accurately and in a timely manner.
• Escalate scheduling issues that may affect patient access, reimbursement, or continuity of services to the appropriate team.

No-Show and Cancellation Management

• Conduct timely follow-up on missed appointments and cancellations with the goal of rescheduling patients and maintaining continuity of services.
• Document no-show and cancellation activity within applicable healthcare systems.
• Identify recurring no-show or cancellation patterns and elevate them according to established workflows.
• Use cancellations and open appointments to backfill available provider capacity whenever possible.

Waitlist and Provider Utilization

• Maintain and actively manage patient waitlists across providers and service lines.
• Identify available appointment capacity and match eligible patients to open appointments.
• Support provider utilization by minimizing unfilled appointment slots.
• Monitor scheduling activity for capacity constraints, access issues, and recurring scheduling barriers.
• Coordinate with operational leadership when scheduling trends indicate provider capacity or workflow issues.

Authorization and Revenue Cycle Coordination

• Confirm that required prior authorizations are in place before scheduling services subject to payer approval.
• Coordinate with authorization teams when patients are approaching authorized visit or service limits.
• Flag expired, pending, or incomplete authorizations before additional services are scheduled.
• Identify scheduling issues that could create reimbursement risk and elevate them to appropriate RCM teams.
• Support billing readiness by ensuring scheduling and authorization information is complete and accurate before services are rendered.
• Work collaboratively with intake, authorization, billing, and other revenue cycle teams to resolve patient access and payer-related issues.

Appointment Reminders and Telehealth Support

• Manage appointment reminder workflows using applicable phone, text, email, or electronic scheduling tools.
• Support patients with basic telehealth scheduling and access needs.
• Provide appointment links, instructions, and basic connection support when applicable.
• Escalate technical issues outside the scope of scheduling support to the appropriate internal team.

Documentation and Compliance

• Maintain complete and accurate documentation of scheduling activity, appointment changes, cancellations, no-shows, patient communications, and authorization coordination.
• Ensure scheduling information within EHR, practice management, and other applicable healthcare systems remains accurate and current.
• Maintain patient confidentiality and comply with HIPAA and applicable privacy requirements.
• Support accurate documentation required for billing, payer audits, operational reporting, and revenue cycle performance monitoring.

Performance and Reporting

• Track scheduling performance indicators such as appointment fill rates, cancellations, no-show rates, rescheduling activity, and provider utilization.
• Identify scheduling trends that may affect patient access, provider capacity or revenue cycle performance.
• Participate in workflow improvement initiatives designed to improve scheduling efficiency, patient access, utilization, and billing readiness.

Qualifications

• Minimum of one year of experience in healthcare scheduling, patient access, medical administration, or another front-end Revenue Cycle Management function.
• Prior scheduling, patient access, or RCM experience supporting behavioral health services is required.
• Experience managing patient and provider schedules in a healthcare environment.
• Understanding of healthcare insurance and prior authorization requirements as they relate to scheduling.
• Experience using EHR, practice management, scheduling, or other healthcare systems.
• MediCal experience preferred.
• Ability to manage a high volume of appointments, schedule changes, and patient communications accurately.
• Strong organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Ability to work effectively with patients, providers, clinical teams, and revenue cycle teams.
• Working knowledge of HIPAA and healthcare confidentiality requirements.
• Associate degree or higher in healthcare administration, business, psychology, social work, or a related field preferred.

Requirements

• Experience working in a multi-provider or multi-location healthcare environment.
• Experience managing healthcare waitlists, appointment reminders, and provider utilization.
• Experience coordinating scheduling with prior authorization requirements.
• Experience supporting telehealth scheduling workflows.
• Bilingual English/Spanish communication skills preferred.
• Candidate will need to be able to support a work schedule in the Pacific time zone.
• US based candidates eligible for employment without sponsorship.

The pay range for this role is:

19 - 22 USD per hour (Remote (United States))