Clinical Scheduling Coordinator at The Healing Place – Louisville, Kentucky

Position Summary

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.

Essential Duties and Responsibilities

Essential functions include, but are not limited to, the following:

• 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

Qualifications / 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

Compensation

This position is classified as non-exempt and is eligible for overtime in accordance with applicable wage and hour laws.

Work Environment & Physical Demands

This role operates in a fast-paced, mission-driven residential recovery environment and requires regular interaction with clients, staff, and external partners. The position involves frequent use of a computer and standard office equipment, extended periods of sitting, and occasional standing or walking within the facility. The Clinical Scheduling Coordinator must be able to manage multiple priorities, adapt to changing needs, and maintain professionalism and clear communication in a dynamic setting.

Equal Opportunity Employer Statement

The Healing Place is an equal opportunity employer and is committed to creating a diverse and inclusive environment. We do not discriminate based on any protected status under applicable law.