Patient Scheduling & Access Coordinator Healthtopia Clinics

• 1.0 Encinitas, CA Job Details Part-time $21
• $25 an hour 10 hours ago Benefits 401(k) matching Qualifications Availity Practice management Dashboard development Spreadsheets Medical office experience Medical records Full Job Description The Patient Scheduling & Access Coordinator owns provider schedule utilization across Healthtopia's four San Diego County clinics, and remote practices in Texas and Florida.

This role ensures every patient with an open appointment reminder (tickler) is scheduled, that reminders are created, maintained, and closed correctly in the EHR, and that provider templates run full by proactively filling gaps, cancellations, and no-shows. This is a revenue-critical, metrics-driven role — not a front-desk position. Core responsibilities Recall & reminder management

• Run and work the open-tickler queue daily; contact patients due or overdue for follow-up and get them booked
• Ensure ticklers are created at checkout for every visit requiring follow-up, with correct appointment type and due date; audit for missing or incorrect ticklers
• Maintain annual-recall lists for primary care and integrative patients
• Manage waitlists and reschedule patients whose appointments cancel Schedule optimization & patient volume
• Monitor provider templates at all locations daily; target and report fill rates by provider and site
• Identify gaps 24-72 hours out and fill them from waitlists, overdue ticklers, and recall lists
• Same-day backfill of cancellations and no-shows
• Flag chronic template problems (underbooked providers, wrong slot types, block-time misuse) and recommend fixes to leadership
• Coordinate with front desk and office managers so booking practices are consistent across sites Patient outreach
• Outbound calls, texts, and portal messages to overdue and unscheduled patients
• Handle inbound scheduling escalations and complex multi-provider bookings
• Partner with any patient-facing AI/voicebot or automated reminder tools to ensure outreach is accurate and not duplicated Reporting
• Weekly dashboard: fill rate, open/overdue ticklers, no-show and cancellation rates, recall conversion, gaps filled
• Monthly review with leadership on volume trends and recommendations

Qualifications:

• 3+ years in medical scheduling, patient access, or practice operations; multi-site experience preferred
• Experience working with electronic health records, Athenahealth proficiency preferred
• Strong Excel/spreadsheet skills
• Knowledge of visit types, insurance authorization basics, and appointment sequencing for primary care
• Excellent phone presence; persistent, organized, and comfortable running reports to track KPIs and being accountable to metrics

Pay:

$21.00

• $25.

00 per hour Expected hours: 20.0 per week

Benefits:

401(k) matching

Work Location:

Hybrid remote in Encinitas, CA 92024