Patient Scheduling & Access Coordinator

Healthtopia Clinics • Encinitas, CA, US • published 2026-09-19 11:37:38.707929

Description

The Patient Scheduling \& Access Coordinator owns provider schedule utilization across Healthtopia's four San Diego County clinics, and remote practices in Texas and Florida. This role ensures every patient with an open appointment reminder (tickler) is scheduled, that reminders are created, maintained, and closed correctly in the EHR, and that provider templates run full by proactively filling gaps, cancellations, and no\-shows. This is a revenue\-critical, metrics\-driven role — not a front\-desk position. Core responsibilities Recall \& reminder management \- Run and work the open\-tickler queue daily; contact patients due or overdue for follow\-up and get them booked \- Ensure ticklers are created at checkout for every visit requiring follow\-up, with correct appointment type and due date; audit for missing or incorrect ticklers \- Maintain annual\-recall lists for primary care and integrative patients \- Manage waitlists and reschedule patients whose appointments cancel Schedule optimization \& patient volume \- Monitor provider templates at all locations daily; target and report fill rates by provider and site \- Identify gaps 24–72 hours out and fill them from waitlists, ove...

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