Scheduling Specialist

About Us:Hirestaff.ai is a leading global talent acquisition and staffing solutions provider, specializing in connecting businesses with top-tier professionals across various industries. We pride ourselves on our deep industry expertise, cutting-edge technology, and personalized approach to recruitment. At Hirestaff.ai, we're committed to building long-lasting relationships with both clients and candidates, ensuring the perfect match for every role. We foster a collaborative and supportive work environment where our team members are empowered to excel and make a real impact in the world of talent acquisition.About this Role:This is a full-time, onsite position requiring the selected candidate to work night shifts aligned with U.S. Central Time (7 PM – 4 AM PKT). The Scheduling Specialist will be responsible for managing appointment scheduling and front-end coordination for psychiatry and behavioral health services under the U.S. healthcare system.The role involves direct interaction with patients, providers, and internal teams to ensure timely and accurate appointment bookings. A strong understanding of medical scheduling practices, EHR systems, and HIPAA compliance is essential. The ideal candidate will be experienced in managing high call volumes, resolving scheduling conflicts, and maintaining accurate patient records while delivering excellent customer service.Key Responsibilities:Appointment Scheduling:Efficiently schedule new, follow-up, and rescheduled appointments for psychiatry and behavioral health patients, ensuring optimal utilization of provider availability and facility resources.Coordinate provider calendars while considering appointment types, session durations, clinical priorities, and patient preferences.Manage scheduling for multiple providers across various time zones and locations, maintaining accuracy and consistency.Patient Interaction and Call Handling:Respond promptly to a high volume of inbound and outbound calls, typically ranging from 60 to 70 calls per shift, with professionalism and empathy.Assist patients with scheduling inquiries, appointment confirmations, and general information related to provider services.Follow up on no-shows, cancellations, and rescheduling requests, ensuring minimal disruption to clinical operations.Data Entry and System Management:Accurately input and update patient information in the Electronic Health Record (EHR) system and any other scheduling platforms.Maintain up-to-date demographic details, insurance information, visit notes, and appointment logs with a high level of accuracy.Ensure timely documentation of all scheduling activities and communication records.Communication and Coordination:Serve as a communication bridge between patients, providers, administrative teams, and clinical staff to ensure alignment and clarity.Relay time-sensitive information and scheduling changes to the appropriate teams to support efficient operations.Maintain a professional and courteous demeanor in all verbal and written interactions.Problem Solving and Conflict Resolution:Identify and resolve scheduling conflicts, provider unavailability, or patient access challenges in a timely and effective manner.Proactively manage day-to-day issues related to appointment management, escalating complex situations to supervisors as needed.Remain adaptable to changes in schedules, staffing, or patient needs, while maintaining service quality.Policy Adherence and Compliance:Ensure strict compliance with HIPAA regulations and organizational policies regarding patient confidentiality and data protection.Follow all established protocols related to scheduling, documentation, and communication.Participate in ongoing training to remain informed of updates in policies, procedures, and regulatory requirements.Qualifications:Communication: Exceptional verbal and written communication skills in English, with the ability to interact professionally and clearly with patients, providers, and internal teams.Fluency in English with excellent spoken and written communication skills is essential.O/A Levels with relevant experience and/or Bachelor’s degree or equivalent qualification.Organization: Strong organizational and time-management skills, capable of managing multiple tasks in a fast-paced environment with accuracy and attention to detail.Technical Proficiency: Proficient in using Electronic Health Record (EHR) systems and other healthcare scheduling software. Ability to adapt quickly to new technologies and platforms.Customer Service: Strong commitment to providing high-quality support and maintaining a positive patient experience.Prior experience in medical scheduling or a similar administrative role within the U.S. healthcare system is preferred.Experience in psychiatry or behavioral health settings will be considered a plus.