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Wandering Pine Wellness

Location: Virtual, in-person in Las Vegas, NV, or hybrid
Employment Type: Part-Time W2 Position (4–10 hours/week)
Compensation: $18–$20 per hour, depending on experience

Position Overview

We’re hiring a Patient Scheduler to support the day-to-day scheduling needs of our group therapy practice. This role focuses on coordinating appointments for our therapists, responding to scheduling requests, and helping ensure clients have a smooth experience when getting started with services.

This is a flexible role that can be performed remotely, in person, or as a hybrid position. The ideal candidate is organized, responsive, and comfortable communicating with clients by phone and email. Availability during normal business hours (9am–5pm) is required.

Key Responsibilities

Scheduling & Client Coordination:

• Schedule, confirm, and reschedule appointments for multiple therapists based on specialty and insurance needs

• Respond to scheduling requests from new and existing clients

• Monitor clinician calendars and help fill open appointment slots

• Send appointment confirmations, reminders, directions, and telehealth instructions

• Assist with managing cancellations, waitlists, and rescheduling requests

Client Communication:

• Answer and return phone calls, voicemails, and emails

• Provide basic information about services, availability, and next steps for new clients

• Guide clients through the initial scheduling process and help them get connected with the appropriate therapist

Referral & CRM Management:

• Track incoming referrals and client inquiries using our CRM system (Admirra)

• Update referral status and document outreach attempts

Administrative Support:

• Maintain accurate scheduling records within the electronic health record (EHR) system

• Coordinate with clinicians regarding availability changes

• Assist with basic administrative tasks related to scheduling and client onboarding

• Provide administrative support to therapists as needed

Required Skills & Experience

• Strong organizational and time management skills

• Clear and professional communication skills (phone and email)

• Ability to work independently and manage multiple calendars

• Comfort learning and using scheduling software, CRM systems, and EHR platforms

• Reliable attendance during standard business hours (9am–5pm)

Preferred, but Not Required

• Prior experience working in a healthcare or mental health setting

• HIPPA training

• Experience with CRM platforms or practice management systems (e.g., Admirra, Simple Practice, Spruce)

• Experience in a customer service or administrative support role