Patient Scheduler

The University of Texas at Austin•Austin, TX

3d•Hybrid

About The Position

The Patient Scheduler coordinates and schedules patient appointments to support efficient patient flow and effective use of clinical resources. The role works closely with behavioral health clinicians and clinical support staff caring for patients enrolled in the TCHATT program, which provides telemedicine and telehealth programs to Central Texas school districts to help identify and assess the behavioral health needs of children and adolescents and connect them with behavioral health services. The position supports patient satisfaction and operational efficiency by managing appointment schedules and communicating with stakeholders. This is a state-funded position sponsored by the Texas Child Mental Health Care Consortium. A flexible working arrangement may be accommodated based on program needs and supervisor approval; occasional onsite work may be required. Remote work requires reliable internet access and a suitable private workspace. The position is scheduled for 40 hours per week, with daily hours designated between 7 a.m. and 6 p.m., Monday through Friday. The position is expected to continue until August 31, 2027, and may be renewable depending on funding availability, performance, and progress toward goals.

Requirements

High school diploma or GED and at least 2 years of experience in a similar role; relevant education and experience may be substituted as appropriate.
Basic computer skills and familiarity with scheduling software.
Customer focus, including responding promptly to inquiries, maintaining a positive attitude, and resolving issues efficiently.
Interpersonal skills, including clear communication, empathy, and tact in difficult situations.
Action orientation, including initiative, responsiveness, and maintaining productivity.
Decision-making skills, including evaluating options and making timely, effective decisions.
Conflict-management skills, including addressing conflicts calmly and seeking workable solutions.

Nice To Haves

Bachelor’s degree in a related field and at least 2 years of experience in a medical, mental health, educational, or other related setting.
Advanced proficiency in scheduling software and customer service.
Bilingual in Spanish and English.
Experience managing electronic medical record systems.
Certification in Healthcare Access Management (CHAM).

Responsibilities

Schedule, cancel, and reschedule patient appointments; coordinate availability with behavioral health providers and clinical support staff; and prioritize requests based on urgency.
Communicate with patients, guardians, and referring entities about appointment details, changes, and cancellations through phone, text, email, virtual calls, and other program platforms.
Make appointment confirmation calls and assist with rescheduling to support attendance.
Support families who need help completing forms, face language barriers, or have difficulty accessing virtual telehealth services.
Respond promptly to inquiries, answer questions about appointment schedules, and provide information about clinical services and processes.
Gather information and forms to create client charts in the electronic health record system; update and manage patient records while ensuring confidentiality and accuracy.
Follow documentation standards and timelines.
Coordinate with behavioral health professionals to support smooth patient flow and address scheduling conflicts.
Report and troubleshoot equipment or technical issues and coordinate with IT for resolution.
Assist with data entry, record-keeping, and clerical support.
Perform other duties as identified by the department.