Clinic Scheduler & Front Desk Coordinator
2 days ago
New York
Job Description Why work at Greenwich House? At Greenwich House, we believe in empowering communities through transformative programs, we offer more than a job – we offer a mission. When you work with us, you become part of a passionate, collaborative team committed to making a difference in people’s lives. Every initiative, class, and outreach effort we deliver is fueled by a shared commitment to equity and compassion. Founded in 1902 as a settlement house aimed at supporting New York City's growing immigrant population, Greenwich House has since evolved into a dynamic nonprofit organization dedicated to fostering wellness, creativity, and connection across the city. Today, Greenwich House offers a diverse range of programs in health, human services, education, and the arts, serving thousands of New Yorkers each year. Learn more at . The Opportunity The Clinic Scheduler & Front Desk Coordinator plays a key role in supporting high-quality client care within an OMH-licensed Article 31/599 mental health clinic. This position manages appointment scheduling, maintains Zocdoc availability, coordinates front-desk operations, and provides a welcoming check-in experience. The role requires strict adherence to HIPAA, NYS OMIG Part 521, and organizational policies. The ideal candidate is organized, customer-forward, and capable of balancing administrative accuracy with compassionate client service. This is an exciting opportunity for someone who is passionate about people and wants to be part of a mission-driven organization making a lasting impact in New York City. Responsibilities Client Scheduling, Zocdoc Management & Care Coordination • Maintain all scheduling functions for therapists, psychiatrists, nurses, and other clinical staff., • Manage Zocdoc schedule settings, including opening/closing appointment slots, monitoring cancellations, and ensuring accurate, up-to-date provider availability., • Ensure that no appointments are scheduled during holidays, clinic closures, or staff-blocked time., • Proactively manage and adjust schedules for staff vacations, personal leave, sick days, and training, ensuring clients are promptly notified and reassigned., • Prioritize rescheduled appointments to occur within the same week, whenever possible, to support continuity of care and minimize revenue disruption., • Confirm appointments, send reminders, and address client needs related to rescheduling, telehealth instructions, or changes in provider availability., • Track attendance trends and follow up on missed or cancelled appointments according to clinic policy and OMH guidelines. Front Desk & Reception Responsibilities • Serve as the first point of contact for clients, families, and visitors; provide friendly, trauma-informed, and customer-forward service., • Complete check-in tasks including identity verification, insurance review, collection of co-pays/sliding-scale fees, and updating demographic information., • Manage waiting room flow to ensure a calm, organized, and safe environment., • Answer and route phone calls professionally while protecting client confidentiality. Compliance, Documentation & Data Integrity • Maintain strict alignment with HIPAA Privacy and Security Rules, ensuring all PHI is protected in conversations, documentation, and electronic systems., • Follow OMIG Part 521 requirements, including accurate documentation, prevention of fraud/waste/abuse, and timely reporting of any compliance concerns., • Ensure all appointment entries, service logs, cancellations, and check-in data are accurate to support compliant billing and Medicaid integrity., • Support clinicians and billing staff by ensuring client registration, insurance verification, and documentation workflows meet OMH and Medicaid requirements. Administrative & Operational Support • Process referrals, faxes, forms, and correspondence with accuracy and confidentiality., • Assist with insurance-related tasks including preliminary verification and communication with the billing department on coverage issues., • Participate in staff meetings, trainings, quality improvement efforts, and compliance audits., • Report operational or compliance risks promptly to supervisors per organizational policy. What You’ll Bring Required • High school diploma or equivalent; associate’s degree preferred., • Experience in a healthcare, behavioral health, or customer-service–driven environment., • Strong communication, scheduling, and organizational skills., • Ability to maintain confidentiality and comply with HIPAA requirements., • Familiarity with EHR systems, scheduling software, and online scheduling platforms (e.g., Zocdoc). Preferred • Experience in an OMH Article 31/OMH 599 clinic or Medicaid-funded outpatient program., • Knowledge of OMIG compliance, billing workflows, and trauma-informed customer service., • Bilingual proficiency is strongly preferred. Key Competencies • Excellent communication and interpersonal skills, • Detail-oriented and highly organized, • Ability to prioritize tasks in a fast-paced environment, • Compassion, discretion, and a strong customer service mindset, • Commitment to equity, inclusion, and client-centered mental health care Employment Details Department: Center for Resiliency and Wellness Location: 623 Broadway, New York NY, 10012 (Onsite) Schedule: 35 hours/week, Monday - Friday, 9:00 AM - 5:00 PM or 11:00AM - 7:00PM FLSA Classification: Non-Exempt Employment Type: Full-Time Reports To: Clinical Services Director Union Representation: Non-Union Salary Range The expected base salary for this position is $50,000 - $55,000 annually, with an additional $2000 bonus opportunity, if fluent in Spanish. This range reflects the anticipated compensation at the time of this posting and may be adjusted based on experience, education, and organizational needs. Benefits Greenwich House is committed to supporting the well-being of our employees as a key part of delivering a strong overall workplace experience. Full time employees are eligible for various benefits, including medical/dental/vision insurance, 403(b) plan, generous paid time off, and other benefits in accordance with applicable plan documents. Employees also enjoy exclusive perks and discounts for Greenwich House programs and services, including classes, lessons, and events. Benefits for Union represented employees will be in accordance with the applicable collective bargaining agreement. Equal Employment Opportunity & Accessibility Greenwich House is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, veteran status, disability, or any other characteristic protected by applicable law. We are committed to providing reasonable accommodations to qualified individuals with disabilities to ensure they can successfully perform the essential functions of their roles. If you require assistance or an accommodation during the application or interview process, please contact us.