Scheduling Coordinator

RWJBarnabas Health

Union (NJ)

On-site

USD 33,000 - 39,000

Full time

7 days ago

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Benefits offered by this job

Paid Time Off

Medical and Prescription DrugInsurance

Dental and Vision Insurance

Retirement Plans

Short & Long Term Disability

Life & Accidental Death Insurance

Tuition Reimbursement

Health Care/Dependent Care Flexible SP

Wellness Programs

Voluntary Benefits

Job summary

RWJBarnabas Health is seeking a Scheduling Coordinator for the Childrens Specialized Hosp in Union, NJ. This role ensures patients receive the right care at the right time by aligning appointments with clinical services and timeframes, while delivering thoughtful service to families.

You will collaborate with Patient Access Services teams, clinicians, and families to optimize specialty appointment availability, maintain positive patient experiences, and keep schedules running efficiently.

Qualifications

Associate's degree required; strong English communication skills.
Proficient with internet-based technologies, Microsoft Office, data entry, and navigating multiple applications.
HIPAA compliance and patient confidentiality familiarity.
Bachelor's degree and Epic scheduling experience preferred.

Responsibilities

Screen patients to ensure correct service and collaborate with therapy leaders.
Obtain and review intake information including demographics and referrals.
Schedule appointments based on referral reason and intake data.
Coordinate specialty therapy appointments and fill designated slots with appropriate patients.
Maintain awareness of outpatient specialty therapy availability across sites through collaboration with leaders and staff.
Address scheduling questions from patients and families with a positive experience.
Use sound judgment when reviewing clinical information to determine service for appointments.
Follow department quality standards and HIPAA guidelines in all interactions.
Participate in department meetings and huddles with clinical staff.
Manage time effectively and proactively identify scheduling challenges within guidelines.

Skills

Verbal communication

Written English

Microsoft Office

Data entry

Multi-application navigation

Customer service

Problem solving

HIPAA compliance

Education

Associate's Degree

Bachelor's degree (preferred)

Epic experience preferred

Scheduling system experience preferred

Tools

Epic EMR

Scheduling software

Microsoft Office Suite

Job description

Scheduling Coordinator

Req #: 0000259473

Category: Clerical / Administrative

Status: Full-Time

Shift: Day

Facility: Childrens Specialized Hosp

Department: Patient Access Services

Pay Range: $23.68 - $28.42 per hour

Location: 2840 Morris Ave., Union, NJ 07083

About the role

Making sure patients receive the right care at the right time starts with thoughtful, accurate scheduling. As a Scheduling Coordinator, you'll play a critical role in helping patients and families access specialty therapy services while ensuring appointments are matched with the appropriate clinical service and timeframe. You'll work closely with Patient Access Services teams, outpatient clinical leaders, clinicians, and families to optimize specialty appointment availability, support a positive patient experience, and keep schedules running efficiently. If you're organized, curious, compassionate, and comfortable making thoughtful decisions based on patient information, this role offers the opportunity to make a direct impact on access to care and the patient experience.

Typical day might include the following:

Screen patients to ensure they are scheduled for the appropriate service and collaborate with therapy leaders to support clinically appropriate placement and timeframes.
Obtain and review intake information, including demographics, insurance information, referrals, scripts, and other relevant clinical information.
Schedule appropriate appointments based on the patient's reason for referral and available intake information.
Coordinate specialty therapy appointments and help ensure designated appointment slots are consistently filled with clinically appropriate patients.
Maintain awareness of specialty therapy availability across outpatient sites by collaborating with clinical leaders, staff, PAS Managers, and Directors of Outpatient Operations.
Address immediate scheduling concerns and questions from patients and families while providing a positive and supportive experience.
Use sound judgment when reviewing clinical information to determine the appropriate service for an appointment.
Follow departmental quality standards and Service Excellence Standards when interacting with patients, families, and internal and external customers.
Apply HRO principles, including AIDET, Five Tones, and validate and verify, to support excellent customer service and patient experiences.
Participate in department meetings and huddles with outpatient clinical leaders and staff.
Manage time effectively, proactively identify scheduling challenges, and use creative problem‑solving to address them within established guidelines, policies, and procedures.
Perform other duties as assigned.

This role might be for you if:

You enjoy helping patients and families navigate the healthcare system and access the right services.
You're comfortable gathering information, asking questions, and using good judgment to determine the appropriate scheduling pathway.
You communicate with curiosity, compassion, and patience, especially when working with parents and families.
You're highly organized and able to manage multiple priorities while maintaining accuracy.
You enjoy collaborating closely with clinicians, clinical leaders, and administrative teams.
You're proactive when solving problems and comfortable thinking creatively while following established policies and procedures.
You have strong customer service skills and understand how every interaction can influence the patient experience.
You're comfortable navigating multiple computer applications and electronic systems in a fast-paced environment.
You understand the importance of patient confidentiality and maintaining HIPAA compliance.
Schedule: Day shift, Full-Time 40 hours per week, flexible schedule
- 4 - 10 hour days (8:00am-6:30pm)
- 5 - 8 hour days (8:00am-4:30pm or 9:00am-5:30pm)

To be considered for this role, youmust have an Associate's Degree and strong verbal and written English communication skills. Candidates must be proficient with internet-based technologies, Microsoft Office, data entry, and navigating multiple applications. Strong organizational, communication, customer service, and problem-solving skills are required, along with the ability to work effectively with PAS teams, clinicians, clinical leaders, and parents. Must be sensitive to patient confidentiality and maintain HIPAA compliance. A Bachelor's degree, along with experience with electronic medical record, Epic and scheduling is preferred.

At RWJBarnabas Health, our market-competitive Total Rewards package provides comprehensive benefits and resources to support our employees physical, emotional, social, and financial health.