Clinical Scheduling Coordinator

The Healing Place • Louisville, KY

1d

About The Position

The Clinical Scheduling Coordinator plays a critical role in supporting client access, engagement, and continuity of care across The Healing Place’s clinical programs. This position is responsible for managing and coordinating group scheduling, ensuring clients are appropriately scheduled to meet attendance requirements, and supporting timely follow-up when sessions are missed.

This role works closely with Admissions, Clinical, and Program teams to maintain accurate scheduling, improve client participation, and support service utilization. The Coordinator also assists with insurance-related processes, including benefit verification and coordination of prior authorizations as needed. This position requires strong organizational skills, attention to detail, and the ability to proactively problem-solve in a fast-paced, mission-driven environment.

Requirements

• High School Diploma or GED required; Associate degree or relevant certification preferred 
• Minimum of 2 years of experience in a healthcare, clinical, or administrative support role required 
• Experience with scheduling in a healthcare or clinical setting strongly preferred 
• Experience with insurance verification or prior authorization processes preferred 
• Proficiency in Microsoft Office (Excel, Word, Outlook) required 
• Experience working with electronic health records (EHR) required 
• Exceptional organizational skills with strong attention to detail 
• Strong problem-solving skills with the ability to manage multiple priorities independently 
• Ability to communicate effectively with clients and interdisciplinary teams 
• Ability to maintain confidentiality and handle sensitive information appropriately 
• Ability to work in a fast-paced, mission-driven environment

Responsibilities

• Manage and oversee scheduling for clinical group sessions, ensuring clients are appropriately assigned based on program requirements and capacity 
• Monitor client attendance and proactively coordinate rescheduling to ensure clients meet the required service frequency 
• Work closely with Clinical, Admissions, and Program teams to maintain accurate scheduling and clear communication across departments 
• Communicate with clients and staff to confirm appointments, address scheduling conflicts, and support continuity of care 
• Support insurance-related processes, including verification, client enrollment assistance, and coordination of prior authorizations as needed 
• Serve as a subject-matter expert (SME) for the electronic health record (EHR), ensuring accurate scheduling, documentation, and workflow utilization 
• Track and maintain scheduling data, identifying trends, gaps, or risks related to attendance and follow-up needs 
• Identify and help resolve scheduling or workflow challenges to improve efficiency and client engagement 
• Maintain accurate and timely documentation in accordance with organizational and compliance standards 
• Assist with reporting needs related to scheduling, attendance, and service utilization 
• Participate in team meetings, training, and process improvement efforts 
• Perform additional duties as assigned

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 101-250 employees