Central Scheduling

Concierge Physical Therapy•Southborough, MA

2d•Onsite

About The Position

The Central Scheduling Coordinator is responsible for creating a fast, accurate, and welcoming scheduling experience for patients across all Concierge Physical Therapy locations. This role serves as a central point of contact for new and existing patients, helping each person find the right clinic, provider, and appointment time. The Central Scheduling Coordinator must balance urgency with attention to detail—responding quickly, solving scheduling challenges, and ensuring patients feel supported from their first interaction with CPT.

Requirements

Previous experience in customer service, scheduling, patient access, or healthcare administration
Strong verbal and written communication skills
Excellent attention to detail and follow-through
Ability to work quickly and accurately in a high-volume environment
Strong organization, critical-thinking, and problem-solving skills
Comfort using scheduling software, electronic medical records, phone systems, and digital communication platforms
Ability to handle sensitive patient information professionally and confidentially
Patient-first, solutions-focused approach
Ability to commute to Sutton, MA 01590

Nice To Haves

Previous experience scheduling patients in a healthcare environment
Previous experience in physical therapy, outpatient healthcare, or a multi-location medical practice
Familiarity with insurance, referrals, authorizations, and appointment requirements
Experience using Prompt EMR, Weave, or similar healthcare platforms

Responsibilities

Respond promptly and professionally to incoming calls, messages, referrals, and online scheduling requests.
Schedule new patient evaluations and follow-up appointments across CPT locations.
Match patients with the appropriate provider, clinic, appointment type, and time.
Clearly explain appointment expectations, required information, and next steps.
Follow up consistently with referrals and prospective patients who have not scheduled.
Monitor cancellations, waitlists, and provider openings to help keep schedules full.
Offer appropriate alternatives when a patient’s preferred appointment is unavailable.
Enter and maintain accurate patient and appointment information.
Communicate schedule changes and patient needs clearly to clinic teams.
Document outreach and follow-up activity consistently.
Protect patient confidentiality and follow all HIPAA requirements.