RCM Scheduling Coordinator - Behavioral Health: Remote

Responsibilities

Patient Scheduling

• Manage ongoing patient appointment scheduling following completion of the initial intake and assessment process.

• Coordinate patient appointments based on provider availability, service requirements, location, and applicable scheduling guidelines.

• Confirm appointment details with patients, including date, time, provider, location, and telehealth instructions when applicable.

• Ensure required patient information and documentation are complete prior to scheduled services.

• Maintain accurate and current provider calendars and appointment information within applicable scheduling and healthcare systems.

• Coordinate scheduling needs with clinical, intake, authorization, and other operational teams.

Rescheduling and Patient Coordination

• Respond promptly to patient and provider rescheduling requests and secure appropriate replacement appointments.

• Manage provider changes, scheduling conflicts, location changes, and transitions between in-person and telehealth services.

• Document appointment changes and patient communications accurately and in a timely manner.

• Escalate scheduling issues that may affect patient access, reimbursement, or continuity of services to the appropriate team.

No-Show and Cancellation Management

• Conduct timely follow-up on missed appointments and cancellations with the goal of rescheduling patients and maintaining continuity of services.

• Document no-show and cancellation activity within applicable healthcare systems.

• Identify recurring no-show or cancellation patterns and escalate them according to established workflows.

• Use cancellations and open appointments to backfill available provider capacity whenever possible.

Waitlist and Provider Utilization

• Maintain and actively manage patient waitlists across providers and service lines.

• Identify available appointment capacity and match eligible patients to open appointments.

• Support provider utilization by minimizing unfilled appointment slots.

• Monitor scheduling activity for capacity constraints, access issues, and recurring scheduling barriers.

• Coordinate with operational leadership when scheduling trends indicate provider capacity or workflow issues.

Authorization and Revenue Cycle Coordination

• Confirm that required prior authorizations are in place before scheduling services subject to payer approval.

• Coordinate with authorization teams when patients are approaching authorized visit or service limits.

• Flag expired, pending, or incomplete authorizations before additional services are scheduled.

• Identify scheduling issues that could create reimbursement risk and escalate them to appropriate RCM teams.

• Support billing readiness by ensuring scheduling and authorization information is complete and accurate before services are rendered.

• Work collaboratively with intake, authorization, billing, and other revenue cycle teams to resolve patient access and payer-related issues.

Appointment Reminders and Telehealth Support

• Manage appointment reminder workflows using applicable phone, text, email, or electronic scheduling tools.

• Support patients with basic telehealth scheduling and access needs.

• Provide appointment links, instructions, and basic connection support when applicable.

• Escalate technical issues outside the scope of scheduling support to the appropriate internal team.

Documentation and Compliance

• Maintain complete and accurate documentation of scheduling activity, appointment changes, cancellations, no-shows, patient communications, and authorization coordination.

• Ensure scheduling information within EHR, practice management, and other applicable healthcare systems remains current and accurate.

• Maintain patient confidentiality and comply with HIPAA and applicable healthcare privacy requirements.

• Support accurate documentation required for billing, payer audits, operational reporting, and revenue cycle performance monitoring.

Performance and Reporting

• Track scheduling performance indicators such as appointment fill rates, cancellations, no-show rates, rescheduling activity, and provider utilization.

• Identify scheduling trends that may affect patient access, provider capacity, or revenue cycle performance.

• Participate in workflow improvement initiatives designed to improve scheduling efficiency, patient access, utilization, and billing readiness.

Qualifications

• Minimum of one year of experience in healthcare scheduling, patient access, medical administration, or another front-end Revenue Cycle Management function.

• Prior scheduling, patient access, or RCM experience supporting behavioral health services is required.

• Experience managing patient and provider schedules in a healthcare environment.

• Understanding of healthcare insurance and prior authorization requirements as they relate to scheduling.

• Experience using EHR, practice management, scheduling, or other healthcare systems.
• MediCal experience preferred.

• Ability to manage a high volume of appointments, schedule changes, and patient communications accurately.

• Strong organizational skills and attention to detail.

• Strong verbal and written communication skills.

• Ability to work effectively with patients, providers, clinical teams, and revenue cycle teams.

• Working knowledge of HIPAA and healthcare confidentiality requirements.

• Associate degree or higher in healthcare administration, business, psychology, social work, or a related field preferred.

Requirements

• Experience working in a multi-provider or multi-location healthcare environment.

• Experience managing healthcare waitlists, appointment reminders, and provider utilization.

• Experience coordinating scheduling with prior authorization requirements.

• Experience supporting telehealth scheduling workflows.
• Bilingual English/Spanish communication skills preferred.
• Candidate will need to be able to support a work schedule in the Pacific time zone.

• US based candidates eligible for employment without sponsorship.

GeBBS Healthcare Solutions is a leading provider of Revenue Cycle Management (RCM) and Risk Adjustment services, helping healthcare organizations optimize operations, improve financial performance, maintain compliance, and enhance the patient experience. Recognized as a KLAS® Top Performer, GeBBS combines innovative technology, industry expertise, and a commitment to excellence to deliver measurable results for clients across the healthcare industry. We are dedicated to being a trusted healthcare partner by upholding the highest standards of quality, information security, and compliance.

At GeBBS, we foster a collaborative and growth-oriented culture where employees are empowered to develop their skills, advance their careers, and make a meaningful impact in transforming healthcare.