Patient Scheduling Coordinator - Remote in Waimea, Hawaii at Pediatric Therapies Hawaii LLC

We are looking for a dependable, organized, and friendly Patient Scheduling Coordinator to join our team! This position can be performed 100% remotely. Preference may be given to applicants residing in Hawaii or on the West Coast, including Washington, Oregon, and California, who can work hours aligned with our Hawaii-based operations.

About Us

Pediatric Therapies Hawaii is a growing outpatient pediatric therapy practice on Maui, dedicated to meeting a critical need in our community by providing high-quality Physical, Occupational, Speech-Language, and ABA Therapy services to children of all ages and abilities.

Our mission is to make therapy services accessible to every child on Maui while enabling our therapists to achieve an ideal work/life balance and enjoy the lifestyle that Maui has to offer. With four locations across Central, Upcountry, and West Maui, we are committed to expanding our reach and positively impacting more children's lives.

At the heart of our practice is a strong culture of 'Ohana (family), integrity, transparency, and open communication. We foster a supportive work environment where team members are encouraged to grow professionally, participate in team activities, and celebrate staff and patient successes.

If you enjoy helping families, staying organized, and making a difference in children's lives, we would love to have you join our team!

Position Summary

The Patient Scheduling Coordinator is responsible for managing patient appointments across Pediatric Therapies Hawaii's four Maui locations. This position coordinates schedules between families and therapists, handles appointment changes and cancellations, answers scheduling-related questions, and maintains accurate scheduling information.

The ideal candidate is organized, dependable, friendly, and comfortable communicating with families by phone. This role requires attention to detail, good time management, and the ability to work independently in a remote environment while following established scheduling procedures.

Key Responsibilities

• Manage and maintain therapist appointment calendars across multiple locations and therapy disciplines.
• Schedule patient appointments based on therapist availability and established scheduling guidelines.
• Answer incoming phone calls and assist families with appointment scheduling and related questions.
• Contact families regarding appointment confirmations, cancellations, rescheduling, and available appointment times.
• Handle scheduling changes and communicate updates to families and therapists as needed.
• Maintain accurate patient scheduling information and verify contact details when necessary.
• Review applicable scheduling policies and procedures with families.
• Assist families with scheduling-related questions and help them understand appointment expectations.
• Document scheduling communications and appointment changes in the appropriate systems.
• Follow established procedures for patient privacy, confidentiality, and HIPAA compliance.
• Communicate scheduling issues to the appropriate team member when assistance or clarification is needed.
• Perform other related administrative duties as assigned.

What We Offer

• Competitive hourly compensation of $23–$26.
• A fully remote work arrangement.
• The opportunity to support a collaborative team dedicated to helping children and families.
• A supportive, mission-driven work environment focused on integrity, communication, and teamwork.

Perks:

We provide opportunities for career growth, along with full benefits including 100% medical, dental, and vision premiums paid by employer, and 401(k). Our team enjoys quarterly social events and community outreach opportunities, fostering strong connections and a fun, supportive work environment.

Basic

• Strong verbal and written communication skills.
• Friendly, professional telephone etiquette and customer service skills.
• Good organizational skills and attention to detail.
• Ability to manage multiple appointments, calendars, and scheduling changes.
• Basic computer skills, including email, internet applications, and data entry.
• Ability to follow established procedures and accurately document information.
• Dependability, punctuality, and consistent follow-through.
• Ability to work independently in a remote environment and communicate effectively with team members.
• A private, professional workspace suitable for handling confidential patient information.
• Reliable high-speed internet and a computer suitable for remote work.
• Ability to work assigned hours aligned with Pediatric Therapies Hawaii's business operations in Hawaii.

Preferred Qualifications

• Previous experience in medical scheduling, healthcare administration, patient services, or a similar role.
• Experience answering phones, scheduling appointments, or providing customer service.
• Familiarity with electronic health records (EHRs) or practice management software.
• Experience coordinating appointments across multiple providers or locations.
• Familiarity with HIPAA and the importance of protecting confidential patient information.