The Central Scheduling Coordinator is responsible for creating a fast, accurate, and welcoming scheduling experience for patients across all Concierge Physical Therapy locations.
This role serves as a central point of contact for new and existing patients, helping each person find the right clinic, provider, and appointment time. The Central Scheduling Coordinator must balance urgency with attention to detail—responding quickly, solving scheduling challenges, and ensuring patients feel supported from their first interaction with CPT.
Previous experience scheduling patients in a healthcare environment is a major plus.
Key Responsibilities
- Respond promptly and professionally to incoming calls, messages, referrals, and online scheduling requests.
- Schedule new patient evaluations and follow-up appointments across CPT locations.
- Match patients with the appropriate provider, clinic, appointment type, and time.
- Clearly explain appointment expectations, required information, and next steps.
- Follow up consistently with referrals and prospective patients who have not scheduled.
- Monitor cancellations, waitlists, and provider openings to help keep schedules full.
- Offer appropriate alternatives when a patient’s preferred appointment is unavailable.
- Enter and maintain accurate patient and appointment information.
- Communicate schedule changes and patient needs clearly to clinic teams.
- Document outreach and follow-up activity consistently.
- Protect patient confidentiality and follow all HIPAA requirements.
What Good Looks Like
A strong Central Scheduling Coordinator:
- Responds quickly without sacrificing accuracy.
- Makes scheduling easy and reassuring for the patient.
- Creates a warm, professional first impression of CPT.
- Takes ownership of patient needs instead of unnecessarily passing them between departments.
- Finds solutions when the first scheduling option does not work.
- Follows every referral and inquiry through to a clear outcome.
- Keeps scheduling errors extremely low.
- Proactively fills cancellations and identifies schedule opportunities.
- Communicates clearly with patients and clinic teams.
- Understands that speed matters—but a fast, incorrect appointment is still incorrect.
Qualifications
- Previous experience in customer service, scheduling, patient access, or healthcare administration
- Strong verbal and written communication skills
- Excellent attention to detail and follow-through
- Ability to work quickly and accurately in a high-volume environment
- Strong organization, critical-thinking, and problem-solving skills
- Comfort using scheduling software, electronic medical records, phone systems, and digital communication platforms
- Ability to handle sensitive patient information professionally and confidentially
- Patient-first, solutions-focused approach
Strongly Preferred
- Previous experience scheduling patients
- Experience in physical therapy, outpatient healthcare, or a multi-location medical practice
- Familiarity with insurance, referrals, authorizations, and appointment requirements
- Experience using Prompt EMR, Weave, or similar healthcare platforms
About Concierge Physical Therapy
Concierge Physical Therapy is a rapidly growing, Doctor of Physical Therapy-owned outpatient orthopedic practice built around individualized care, clinical excellence, and an exceptional patient experience.
The Central Scheduling Coordinator helps ensure that exceptional experience begins before the patient ever enters the clinic.
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee discount
- Health insurance
- Paid time off
- Vision insurance
Application Question(s):
- Do you have previous experience in scheduling, customer service, healthcare administration, patient access, or a similar role?
Ability to Commute:
- Sutton, MA 01590 (Required)
Work Location: In person
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