Bilingual Scheduling Coordinator

Bilingual Scheduling Coordinator

Location: 2600 N. American Street, Philadelphia, PA 19133
Program: Outpatient Behavioral Health - Latino Treatment Program
Schedule: Monday-Friday, 8:30 a.m.-5:00 p.m.
Pay Rate: $19.00/hour

About COMHAR

COMHAR is a trusted leader in providing community-based mental health, substance use, and intellectual disability services in the Philadelphia region. We are dedicated to delivering compassionate, trauma-informed, and culturally responsive care to individuals and families.

We are seeking a Bilingual Scheduling Coordinator (Spanish/English) to join our outpatient behavioral health team. This position is essential to ensuring that clients receive timely access to care, that provider schedules run efficiently, and that patients feel supported from the very first point of contact. The Scheduling Coordinator serves as both the organizational hub for appointment management and a welcoming presence for the diverse community we serve.

Key Responsibilities

Appointment Scheduling & Coordination

• Manage and optimize daily, weekly, and monthly schedules for psychiatric prescribers, clinicians, and case managers.
• Proactively anticipate scheduling conflicts and resolve them efficiently.
• Confirm, reschedule, and follow up on appointments to reduce cancellations and maintain continuity of care.
• Monitor provider availability and waitlists, adjusting scheduling practices to ensure timely access.

Patient Access & Communication

• Serve as the first point of contact for patients and families, providing assistance in both Spanish and English with empathy and professionalism.
• Handle high volumes of phone calls, voicemails, and in-person inquiries, ensuring messages are delivered accurately and promptly.
• Provide patients with clear information about appointments, program expectations, and care coordination steps.
• Maintain sensitivity and confidentiality when working with individuals experiencing mental health and substance use challenges.

Patient Registration & Intake Support

• Complete and update patient registration, demographic data, and consent forms in the electronic health record (EHR).
• Guide patients through intake paperwork and assist with literacy or language barriers.
• Ensure documentation accuracy to support compliance with state, federal, and insurance requirements.

Insurance & Eligibility Management

• Verify insurance coverage, eligibility, and benefit details prior to appointments.
• Assist patients with navigating insurance requirements, prior authorizations, and financial responsibility.
• Collaborate with billing staff to address coverage questions or denials.

Check-In & Check-Out Duties

• Welcome patients warmly upon arrival and provide a supportive environment.
• Collect necessary signatures, and prepare follow-up documentation.
• Ensure patients leave with clarity on their next steps and upcoming appointments.

Team & Administrative Support

• Partner closely with clinical staff to align scheduling with patient treatment plans.
• Provide administrative support to enhance efficiency
• Participate in staff meetings and contribute insights to improve patient access processes.
• Serve as a liaison between patients and providers, ensuring communication is timely and accurate.

Why Join COMHAR?

As a Bilingual Scheduling Coordinator, you are more than an administrator-you are a bridge between patients and the care they deserve. By helping families navigate the scheduling process and breaking down barriers to access, you directly support the healing journey of individuals in our community. At COMHAR, you'll join a mission-driven team that values cultural responsiveness, compassion, and a deep commitment to recovery. We believe that each team member plays a vital role in ensuring that every individual feels seen, heard, and supported.

Qualifications

• Bilingual fluency in Spanish and English (required).
• High School Diploma or GED with at least 2 years of scheduling, patient access, or office experience; or an Associate's Degree with relevant administrative experience.
• Prior experience in healthcare, behavioral health, or community-based programs strongly preferred.
• Knowledge of insurance verification, authorizations, and behavioral health service delivery is a plus.
• Strong organizational skills, attention to detail, and ability to multitask in a fast-paced environment.
• Proficiency in Microsoft Office Suite; experience with electronic health records (EHR) preferred.
• Excellent interpersonal and communication skills with the ability to de-escalate situations and support patients with compassion.

Physical Requirements

• Ability to sit for extended periods while completing scheduling and data entry tasks.
• Frequent use of computer, telephone, and other office equipment.
• Occasional walking, standing, or lifting/pushing items up to 25 lbs.
• Reasonable accommodations available for qualified applicants with disabili