Clinic Scheduler & Front Desk Coordinator

Greenwich House Inc • New York, NY

2d • $50,000 - $55,000 • Onsite

About The Position

The Clinic Scheduler & Front Desk Coordinator plays a key role in supporting high-quality client care within an OMH-licensed Article 31/599 mental health clinic. This position manages appointment scheduling, maintains Zocdoc availability, coordinates front-desk operations, and provides a welcoming check-in experience. The role requires strict adherence to
HIPAA, NYS OMIG Part 521, and organizational policies. The ideal candidate is organized, customer-forward, and capable of balancing administrative accuracy with compassionate client service.

This is an exciting opportunity for someone who is passionate about people and wants to be part of a mission-driven organization making a lasting impact in New York City.

Requirements

• High school diploma or equivalent; associate’s degree preferred.
• Experience in a healthcare, behavioral health, or customer-service–driven environment.
• Strong communication, scheduling, and organizational skills.
• Ability to maintain confidentiality and comply with HIPAA requirements.
• Familiarity with EHR systems, scheduling software, and online scheduling platforms (e.g., Zocdoc).

Nice To Haves

• Experience in an OMH Article 31/OMH 599 clinic or Medicaid-funded outpatient program.
• Knowledge of OMIG compliance, billing workflows, and trauma-informed customer service.
• Bilingual proficiency is strongly preferred.

Responsibilities

• Maintain all scheduling functions for therapists, psychiatrists, nurses, and other clinical staff.
• Manage Zocdoc schedule settings, including opening/closing appointment slots, monitoring cancellations, and ensuring accurate, up-to-date provider availability.
• Ensure that no appointments are scheduled during holidays, clinic closures, or staff-blocked time.
• Proactively manage and adjust schedules for staff vacations, personal leave, sick days, and training, ensuring clients are promptly notified and reassigned.
• Prioritize rescheduled appointments to occur within the same week, whenever possible, to support continuity of care and minimize revenue disruption.
• Confirm appointments, send reminders, and address client needs related to rescheduling, telehealth instructions, or changes in provider availability.
• Track attendance trends and follow up on missed or cancelled appointments according to clinic policy and OMH guidelines.
• Serve as the first point of contact for clients, families, and visitors; provide friendly, trauma-informed, and customer-forward service.
• Complete check-in tasks including identity verification, insurance review, collection of co-pays/sliding-scale fees, and updating demographic information.
• Manage waiting room flow to ensure a calm, organized, and safe environment.
• Answer and route phone calls professionally while protecting client confidentiality.
• Maintain strict alignment with HIPAA Privacy and Security Rules, ensuring all PHI is protected in conversations, documentation, and electronic systems.
• Follow OMIG Part 521 requirements, including accurate documentation, prevention of fraud/waste/abuse, and timely reporting of any compliance concerns.
• Ensure all appointment entries, service logs, cancellations, and check-in data are accurate to support compliant billing and Medicaid integrity.
• Support clinicians and billing staff by ensuring client registration, insurance verification, and documentation workflows meet OMH and Medicaid requirements.
• Process referrals, faxes, forms, and correspondence with accuracy and confidentiality.
• Assist with insurance-related tasks including preliminary verification and communication with the billing department on coverage issues.
• Participate in staff meetings, trainings, quality improvement efforts, and compliance audits.
• Report operational or compliance risks promptly to supervisors per organizational policy.

Benefits

• Greenwich House is committed to supporting the well-being of our employees as a key part of delivering a strong overall workplace experience.
• Full time employees are eligible for various benefits, including medical/dental/vision insurance, 403(b) plan, generous paid time off, and other benefits in accordance with applicable plan documents.
• Employees also enjoy exclusive perks and discounts for Greenwich House programs and services, including classes, lessons, and events.
• Benefits for Union represented employees will be in accordance with the applicable collective bargaining agreement.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED