Behavioral Health Scheduling Coordinator

Integrated Health of Southern Illinois • Carterville, IL

1d

About The Position

The Behavioral Health Scheduling Coordinator – New Patient Focus plays a critical role in welcoming new patients into behavioral health care with professionalism, empathy, and precision. This position is responsible for coordinating new patient access only, ensuring scheduling accuracy, intake readiness, and clear, compassionate communication from first contact through appointment confirmation. This role serves as a key liaison between patients, providers, and clinic teams. The coordinator is expected to follow through on responsibilities, communicate proactively, adapt to changing clinic needs, and use technology intentionally to support timely access to expert-led behavioral health care while maintaining strict confidentiality and documentation standards.

Requirements

• High school diploma or equivalent
• Minimum of one year of experience in healthcare scheduling, behavioral health, or medical office coordination
• Strong verbal and written communication skills with the ability to convey information clearly and compassionately
• Demonstrated ability to manage sensitive information with discretion and professionalism
• Strong organizational skills and attention to detail
• Proficiency with electronic health records and scheduling systems
• Ability to prioritize tasks, manage interruptions, and adapt in a fast-paced clinical environment
• Willingness to receive feedback and adjust processes to improve patient access and experience

Nice To Haves

• Experience in a behavioral health or mental health setting
• Familiarity with intake workflows, insurance verification, and referral requirements
• Experience coordinating schedules across multiple providers or clinic locations

Responsibilities

• Schedule, reschedule, and manage new patient appointments for behavioral health providers across multiple clinics and service types
• Serve as the primary point of contact for new behavioral health scheduling inquiries
• Respond to phone calls, messages, and emails with professionalism, empathy, and discretion, particularly when patients are distressed or uncertain
• Listen carefully to patient concerns and provide clear, respectful communication before, during, and after scheduling
• Verify new patient demographic information, insurance coverage, and referral requirements prior to scheduling
• Ensure all required intake documentation and insurance verification are completed before appointments are confirmed
• Maintain accurate, real-time scheduling and documentation within the behavioral health electronic health record (EHR) system
• Communicate appointment details, reminders, cancellations, and schedule changes clearly and promptly to patients and providers
• Manage new patient waitlists and prioritize urgent or high-need appointments in accordance with clinic protocols
• Follow through on outstanding tasks and proactively address barriers to scheduling completion
• Collaborate closely with providers, front-desk staff, and leadership to support efficient clinic workflow and patient access
• Use scheduling systems and technology to enhance access to care while respecting provider expertise and clinical judgment
• Adhere to HIPAA, confidentiality requirements, and organizational policies at all times
• Assist with administrative or operational tasks related to new patient access as assigned

Benefits

• Paid Time Off (PTO) Employees typically earn 5 paid vacation days during the first year, an additional 5 in the second year, and another 5 starting in the fifth year (maximum 15 days). Vacation time accrues monthly after 90 days of employment. Additional unpaid time off is often approved when requests are reasonable and don’t affect operations.
• Holidays Integrated Health observes the following paid holidays: New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Day after Thanksgiving, Christmas Eve, Christmas Day, and the Day after Christmas. Full-time team members receive holiday pay when scheduled on those days.
• Sick Time Sick time accrues at 2 hours per month (approximately 3 days per year).
• Retirement • 401(k) plan
• Health & Wellness Benefits Health Insurance: Offered through our group medical plan.
• Specialty Care Access: Free chiropractic, family medicine, and non-counseling psychological services for team members and immediate family.
• Voluntary Insurance Options: Dental, vision, cancer, and life insurance available through Colonial, Liberty, and AFLAC (employee-paid via pre-tax payroll deductions).
• Wellness Café Plan: This plan provides pharmacy savings, wellness tools, and telehealth access at no cost, while helping lower taxable income and potentially increasing take-home pay. Not associated with group health insurance plan.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 11-50 employees