Job Description

Job Location: Dallas, TX 75231,

Position Type: Full Time,

Salary Range: $20.00 - $26.00 Hourly,

Job Category: Health Care, Job Summary: The Schedule Coordinator is the practice’s owner of provider schedule templates and scheduling preferences. This role creates and maintains all provider schedule templates in athenahealth (athenaOne) and Relatient (Radix), keeps both systems aligned, and manages template changes to maximize provider utilization. Works closely with the Chief Operations Officer, Office Managers, and physicians; coordinates patient rescheduling when providers are out of the office; and supports practice scheduling by answering calls, working voicemails, and processing referrals.

Essential Duties and Responsibilities: The essential duties of the position include the following. Other duties may be assigned.

Key Functions

Schedule Template Ownership

• Serve as the practice’s owner of all provider schedule templates in athenahealth (athenaOne) and Relatient (Radix), and the point of contact for all template modification requests.
• Create and maintain provider schedule templates, including appointment slot counts, appointment types and their order, start and end times, blocks, and time out of office.
• Keep Athena templates and Relatient (Radix) appointment types, provider availability, and scheduling rules aligned at all times.
• Work closely with the Chief Operations Officer, Office Managers, and physicians on template needs, clinic flow, and upcoming changes.
• Update the practice call calendar to accurately reflect when providers will be out of the office.

Scheduling Preferences & Documentation

• Serve as the keeper of all provider template and scheduling preferences (physician bibles) used across the practice, including appointment guidelines and insurance rules and limitations.
• Update provider preferences in Athena and Relatient (Radix) whenever guidelines change, and communicate updates to Office Managers, reception, and scheduling teams.
• Maintain the scheduling audit tracking spreadsheet, documenting findings, corrections, and ongoing improvements to scheduling workflows.

Provider Utilization & Audits

• Monitor provider schedules for open slots, unused capacity, and scheduling gaps; recommend template adjustments that maximize provider utilization.
• Conduct regular audits of provider schedule templates in Athena to ensure accuracy, efficiency, and alignment with provider preferences and clinic operational needs.
• Perform routine audits of Relatient (Radix) to ensure patients can successfully schedule online and that appointment types, provider availability, and scheduling rules function correctly.
• Identify scheduling errors, conflicts, or inefficiencies and coordinate corrections with providers, clinic leadership, and scheduling teams.
• Monitor scheduling system performance and escalate technical or workflow issues to the EMR Specialist, leadership, or IT support as needed.

Provider Out-of-Office Changes & Patient Rescheduling

• Apply provider out-of-office and other template changes in Athena and Relatient (Radix) promptly once approved.
• Identify all patients impacted by template changes or provider absences and begin contacting them to reschedule.
• Work with Office Managers to ensure every impacted patient has been contacted and rescheduled, tracking attempts and outcomes until complete.
• Communicate changes to providers, Office Managers, and reception teams when they are made.

Patient Scheduling Support

• Handle scheduling calls every Monday unless an emergent template or provider change requires immediate attention.
• Answer inbound calls from scheduling queues, redirecting to appropriate departments as needed.
• Return voicemails, making second and third attempts to reach patients who have left voicemails.
• Complete scheduling tasks, messages, requests, referrals, faxes, and online appointment requests.
• Schedule, reschedule, cancel, and confirm appointments according to insurance rules and provider preferences; create EMR entries for cancelled appointments.
• Register new patients and update existing patient demographics in Athena.

Qualifications: Qualifications:

Education

• High school diploma or equivalent required.

Experience

• Minimum of 1–2 years of patient scheduling experience in a multi-provider medical practice; specialty practice experience preferred.
• Hands-on experience scheduling in athenahealth (athenaOne); experience building or maintaining provider schedule templates strongly preferred.
• Experience with Relatient (Radix) or another online patient scheduling platform preferred.

Skills

• Exceptional attention to detail and accuracy when building and auditing schedules.
• Understanding of appointment types and how insurance, referral, and authorization requirements affect scheduling.
• Strong communication skills with physicians, managers, and patients, including professional phone etiquette.
• Strong organizational skills and the ability to balance template work with phone and queue coverage.
• Proficient in Microsoft Office, especially Excel for tracking and audits.

Licensure/Certification: None required.

Work Environment: Position works in a climate-controlled office environment with little or no potential interference

from elements or sound.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position typically works 8 hours per day, Monday through Friday. One-third or less of time will be spent standing. Two-thirds or more of time worked will be sitting, using hands and fingers to type or handle paper. The position requires the ability to reach with hands or arms. Occasionally, the position will be required to stoop, kneel, crouch, crawl and lift objects weighing up to 10 pounds. To successfully perform the duties of the job, the ability to talk and hear is required.