Job Title: Patient Scheduling & Access Coordinator
Schedule: Monday–Friday, Pacific Timezone
Employment Type: Full-Time

About the Role

The Patient Scheduling & Access Coordinator is responsible for maximizing provider schedule utilization across four San Diego County clinics, as well as its remote practices in Texas and Florida.

This role owns the day-to-day management of patient recalls, appointment reminders, waitlists, cancellations, and open schedule gaps. You'll proactively reach out to patients who are due or overdue for care, ensure follow-up reminders are properly maintained in the EHR, and work to keep provider schedules consistently full.

This is a metrics-driven, revenue-critical role focused on patient access and schedule optimization — not a traditional front-desk position. Success will be measured by appointment fill rates, recall conversion, open tickler volume, and the ability to backfill cancellations and no-shows.

What You'll Do

Manage the daily open-tickler queue, proactively contacting patients who are due or overdue for follow-up and getting them scheduled
Ensure follow-up reminders (ticklers) are accurately created at checkout, including the correct appointment type and due date
Audit the EHR for missing, incorrect, or unresolved ticklers and take action to correct them
Maintain annual recall lists for primary care and integrative medicine patients
Manage patient waitlists and proactively reschedule patients when appointments are canceled
Monitor provider schedules and appointment templates across multiple locations to identify open capacity and scheduling gaps
Identify gaps 24–72 hours in advance and fill them using waitlists, overdue patients, and recall lists
Perform same-day outreach to backfill cancellations and no-shows
Monitor provider and site-level fill rates and maintain accurate tracking of scheduling and access metrics
Identify recurring scheduling issues such as underbooked providers, incorrect appointment slot types, or ineffective block-time usage, and bring recommendations to leadership
Coordinate with front-desk teams and office managers to ensure consistent scheduling practices across locations
Conduct outbound patient outreach through phone calls, text messages, and patient portal communications
Handle inbound scheduling questions, escalations, and more complex appointments involving multiple providers
Coordinate with patient-facing AI, voicebot, and automated reminder tools to ensure outreach is accurate, timely, and not duplicated
Prepare weekly reporting on fill rates, open and overdue ticklers, cancellations, no-shows, recall conversion, and gaps filled
Participate in monthly reviews with leadership to discuss patient volume trends, scheduling performance, and opportunities to improve provider utilization

What We're Looking For

3+ years of experience in medical scheduling, patient access, practice operations, or a similar healthcare operations role
Experience managing patient schedules, recalls, waitlists, or appointment follow-ups in a medical practice
Multi-site healthcare or practice operations experience is preferred
Experience working with electronic health records (EHRs); Athenahealth experience is strongly preferred
Strong Excel and spreadsheet skills, with the ability to work with reports and track KPIs
Working knowledge of medical appointment types, basic insurance authorization requirements, and appointment sequencing, particularly within primary care
Excellent phone presence and strong patient communication skills
Highly organized and persistent, with the ability to consistently follow up until appointments are scheduled or otherwise resolved
Comfortable working in a metrics-driven environment and being accountable for measurable scheduling and utilization targets
Strong attention to detail, particularly when managing appointment types, follow-up dates, and EHR records
Proactive problem-solver who can identify scheduling patterns and recommend improvements rather than simply working the queue
Able to manage a high volume of patient outreach while maintaining a professional and patient-focused approach
Comfortable working independently while coordinating closely with front-desk teams, providers, office managers, and leadership

What We Offer

Work From Home: Fully remote setup with local support
Generous Paid Time Off: Start with 18 paid leaves annually
U.S. Holiday Observance: Enjoy U.S. holidays off
Healthcare Support: Receive a healthcare stipend to help cover medical expenses
Professional Environment: Join a supportive, growth-oriented global team