Centralized Scheduler - 221902

Claratel Behavioral Health•Decatur, GA

2d•Onsite

About The Position

Claratel Behavioral Health is seeking a highly organized and client-focused Centralized Scheduler to support client access and scheduling across the outpatient behavioral health programs. The role is responsible for coordinating and scheduling outpatient appointments for clinical staff, including Just-In-Time (JIT) physician appointments, provider calendar reschedules, and referral-based visits.

Requirements

Excellent customer service and communication skills, both verbal and written
Strong attention to detail and ability to manage multiple tasks and priorities
Proficiency in scheduling software and electronic health record systems (e.g., Avatar, Epic, or similar)
Ability to understand provider calendars, availability rules, and referral workflows
Professionalism and discretion when handling sensitive patient information
Dependability, punctuality, and ability to work in a fast-paced team environment

Nice To Haves

1–2 years of experience in medical scheduling or front office operations, preferably in behavioral health or outpatient settings
Behavioral Health Technician (BHT) Training
Familiarity with Just-In-Time scheduling models and centralized access workflows
Bilingual communication skills are a plus
Experience working in a call center or centralized scheduling environment is highly desirable

Responsibilities

Schedule outpatient appointments for therapists, psychiatrists, nurse practitioners, and other clinical staff across multiple locations or programs
Coordinate Just-In-Time (JIT) scheduling for physician appointments within designated timeframes (e.g., 3–5 calendar days from call)
Process and schedule referrals from internal and external providers accurately and timely
Manage provider calendar changes, cancellations, and reschedules while minimizing disruptions to care
Confirm patient demographics, insurance information, and appointment needs at the time of scheduling
Communicate appointment instructions to patients and answer basic questions related to the visit
Monitor appointment availability and make real-time adjustments to optimize provider utilization
Document all scheduling actions and communication in the electronic health record (EHR) system
Collaborate with clinical teams, front desk staff, and utilization management to ensure seamless coordination of care
Escalate urgent scheduling issues or conflicts to leadership as needed
Maintain a courteous, professional, and empathetic demeanor when interacting with patients and staff
Adhere to HIPAA, organizational policies, and centralized scheduling protocols