Behavioral Health Care Coordinator / Scheduler

Position Summary

The Behavioral Health Care Coordinator/Scheduler plays a critical role in supporting the Collaborative Care Model (CoCM) by coordinating patient appointments, managing provider and Behavioral Health Care Manager (BHCM) schedules, conducting patient outreach, and ensuring timely follow-up care. This position serves as a central point of communication between patients, BHCMs, primary care providers, psychiatric consultants, caregivers, and community resources.

The ideal candidate is highly organized, detail-oriented, customer-service focused, and passionate about improving access to behavioral health services.  This position will be based out of our Waco, TX office. 

Key Responsibilities

Patient Scheduling & Coordination

• Schedule initial and follow-up appointments for Behavioral Health Care Managers (BHCMs).
• Coordinate appointments between patients, BHCMs, primary care providers, and psychiatric consultants.
• Manage BHCM calendars and optimize scheduling efficiency.
• Reschedule missed appointments and conduct outreach for no-show patients.
• Maintain accurate appointment records within the electronic health record (EHR).

Patient Outreach & Engagement

• Conduct outreach calls to introduce patients to the Collaborative Care program.
• Contact patients regarding upcoming appointments and follow-up needs.
• Assist with patient re-engagement efforts for individuals who have become difficult to reach.
• Document all patient interactions and outreach attempts according to program standards.
• Support patient retention efforts by identifying and addressing barriers to engagement.

Administrative Support

• Monitor daily scheduling needs and maintain appointment availability.
• Track referrals and ensure timely patient assignments to BHCMs.
• Assist with patient enrollment workflows and program tracking.
• Generate reports related to scheduling, outreach, enrollment, and engagement metrics.
• Maintain accurate patient demographic and contact information.

Team Collaboration

• Work closely with BHCMs, providers, psychiatric consultants, and leadership to coordinate patient care.
• Communicate scheduling updates, patient concerns, and barriers to appropriate team members.
• Participate in team meetings and workflow improvement initiatives.
• Support organizational goals related to patient engagement, access to care, and quality outcomes.

Quality & Compliance

• Ensure all scheduling and outreach activities comply with HIPAA and organizational policies.
• Maintain confidentiality of patient information.
• Support documentation accuracy and workflow compliance.
• Assist with quality improvement projects and operational initiatives as assigned.

Qualifications

Required

• High school diploma or equivalent.
• Minimum 1 year of scheduling, care coordination, healthcare administration, or customer service experience.
• Strong organizational and time management skills.
• Excellent verbal and written communication abilities.
• Proficiency with Microsoft Office and electronic health record systems.
• Ability to manage multiple priorities in a fast-paced environment.

Preferred

• Experience in behavioral health, primary care, case management, care coordination, or population health.
• Knowledge of the Collaborative Care Model (CoCM).
• Experience conducting patient outreach and engagement activities.
• Associate or bachelor’s degree in healthcare administration, social services, psychology, or related field.

Core Competencies

• Customer Service Excellence
• Communication and Relationship Building
• Organization and Attention to Detail
• Problem Solving
• Time Management
• Team Collaboration
• Patient Engagement
• Adaptability and Flexibility
• Data Entry and Documentation Accuracy

Physical Requirements

• Prolonged periods of sitting and computer use.
• Ability to communicate effectively by phone and video conferencing platforms.
• Ability to perform repetitive data entry and administrative tasks.

Position Impact

This role directly contributes to patient engagement, continuity of care, and successful Collaborative Care outcomes by ensuring patients remain connected to services and receive timely support throughout their behavioral health journey.

Pay rate starting at $18.00 per hour

 

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