Central Scheduling Coordinator

Rimrock Foundation•Billings, MT

9d•Onsite

About The Position

The Central Scheduling Coordinator is the primary contact for outpatient scheduling of behavioral health services, including mental health, substance use disorder, MAT, and psychiatric services across the Billings and Bozeman locations. The role coordinates and optimizes client appointments to support timely access to care, provider productivity, clinic flow, and billable services. Scheduling must follow payer requirements, organizational standards, provider templates, and program rules to help prevent billing conflicts and denials. The coordinator conducts client outreach for reminders, rescheduling, and engagement to reduce missed appointments and support continuity of care. The role works with clinical, medical, and administrative teams and maintains compliance with HIPAA, 42 CFR Part 2, CARF standards, and applicable state and federal regulations. The position works primarily from the Billings office while supporting scheduling for both locations, and positively represents Rimrock and its mission.

Requirements

High school diploma or GED.
Strong organizational and time management skills.
Ability to manage multiple schedules, providers, and locations simultaneously.
Excellent communication skills and a priority on customer service.
Problem-solving and critical-thinking skills.
Proficiency with Microsoft Office Suite and electronic health record systems.
Ability to understand behavioral health services.
Ability to meet the role's physical demands, including intermittent lifting of up to 25 pounds, walking, stooping, frequent keyboard use, reaching, talking, and hearing.
Some driving is required.

Nice To Haves

A minimum of 1–2 years of prior experience in a medical office setting, behavioral health field, and/or scheduling position is preferred.
Knowledge of healthcare scheduling, insurance, and billing practices is preferred.

Responsibilities

Serve as the central point of contact for scheduling outpatient mental health, substance use disorder, psychiatric, medication management, and other services.
Schedule appointments across the Billings and Bozeman locations, providers, and service lines.
Coordinate appointments to maximize access to care while supporting provider productivity and clinic flow.
Ensure appointments follow billing and payer requirements, provider scheduling templates, service rules, and program requirements.
Review schedules daily for accuracy, conflicts, and opportunities for optimization.
Coordinate rescheduling due to provider changes, cancellations, or client needs while maintaining continuity of care.
Conduct appointment reminder calls, texts, or electronic notifications.
Contact clients to reschedule missed appointments and reduce no-show rates.
Provide clients with clear appointment details, expectations, and preparation instructions.
Communicate professionally and compassionately with clients, families, and referral sources.
Help resolve scheduling barriers such as transportation, timing conflicts, or service coordination.
Accurately enter and update appointments in the electronic health record system.
Verify and update client demographic and contact information during client contacts.
Follow billing and payer rules, organizational policies and procedures, CARF standards, and regulatory expectations.
Maintain confidentiality in accordance with HIPAA and 42 CFR Part 2.
Track and monitor no-show rates, cancellations, and scheduling gaps.
Collaborate with providers, care coordinators, intake, and administrative teams to coordinate client care.
Communicate scheduling issues, trends, and barriers to leadership in a timely manner.
Assist with developing and refining scheduling workflows, templates, and processes.
Support performance improvement initiatives related to access to care, engagement, and revenue cycle outcomes.
Participate in staff meetings, trainings, and process improvement efforts.
Perform other duties as assigned.