Central Scheduling Coordinator

Rimrock Foundation•Billings, MT

About The Position

JOB SUMMARY: The Central Scheduling Coordinator serves as the primary point of contact for all outpatient scheduling for behavioral health services, including mental health, substance use disorder (SUD), MAT, and psychiatric services across Billings and Bozeman locations. This position is responsible for coordinating, scheduling, and optimizing client appointments to ensure timely access to care, provider productivity, and maximization of billable services. The Central Scheduling Coordinator ensures appointments are structured in alignment with payer requirements and organizational standards to prevent billing conflicts and denials. This role provides proactive client outreach including appointment reminders, rescheduling, and engagement efforts to reduce no-show rates and support continuity of care. The Central Scheduling Coordinator works collaboratively with clinical, medical, and administrative teams while maintaining compliance with HIPAA, 42 CFR Part 2, CARF standards, and applicable state and federal regulations. Positively represents the organization and promotes Rimrock’s Mission to the community.

Requirements

High School diploma or GED required.
Must have strong organizational and time management skills.
Ability to manage multiple schedules, providers and locations simultaneously.
Must have excellent communication skills and place a priority on customer service.
Problem solving and critical thinking skills are crucial in this fast- paced environment.
Proficiency with Microsoft Office Suite and Electronic Health Record systems.
Ability to understand behavioral health services.

Nice To Haves

Prefer a minimum of 1-2 years prior experience in a medical office setting, behavioral health field and/or scheduling position.
Knowledge of healthcare scheduling and insurance and billing practices is preferred.

Responsibilities

Serves as the central point of contact for scheduling all outpatient services including but not limited to: Mental health services, substance use disorder services and psychiatric and medication management
Schedules appointments across multiple locations (Billings and Bozeman), providers, and service lines.
Coordinates appointments in a manner that maximizes access to care while supporting provider productivity and clinic flow.
Ensures appointments are scheduled in accordance with billing and payer requirements.
Maintains and follows provider scheduling templates, service rules, and program requirements.
Reviews schedules daily for accuracy, conflicts, and optimization opportunities.
Coordinates rescheduling due to provider changes, cancellations, or client needs while maintaining continuity of care.
Conducts appointment reminder calls, texts, and/or electronic notifications to clients.
Performs outreach to reschedule missed appointments and reduce no-show rates.
Provides clear instructions to clients regarding appointment details, expectations, and any preparation needed.
Communicates professionally and compassionately with clients, families, and referral sources.
Assists in problem-solving scheduling barriers such as transportation, timing conflicts, or service coordination.
Accurately enters and updates appointments in the electronic health record (EHR) system.
Verifies and updates client demographic and contact information with each client contact.
Ensures scheduling practices align with: Billing requirements and payer rules, Organizational policies and procedures and CARF standards and regulatory expectations
Maintains strict confidentiality in accordance with HIPAA and 42 CFR Part 2.
Tracks and monitors scheduling metrics such as no-show rates, cancellations, and scheduling gaps.
Works collaboratively with providers, care coordinators, intake, and administrative teams to coordinate client care.
Communicates scheduling issues, trends, or barriers to leadership in a timely manner.
Assists with development and refinement of scheduling workflows, templates, and processes.
Supports performance improvement initiatives related to access to care, engagement, and revenue cycle outcomes.
Participates in staff meetings, trainings, and process improvement efforts.
Performs other duties as assigned.