Job Board

See all job listings

Medical Scheduler (Part-time with flexible hours)

Center for Alternative Sentencing and Employment Services


Reports to: Nathaniel Clinic Director

Overview: CASES seeks organized Medical Schedulers in a busy outpatient mental health clinic in Central Harlem. The medical scheduler must be energetic, reliable and have great customer service. This is a critical position located in the receptionist area of the clinic. The scheduler is the first point of contact in reception for youth, families, and adults accessing treatment for serious mental illnesses and co-occurring substance use disorders. The position requires a candidate with medical office experience, as well as Medicaid, Managed Care, Medicare, Third Party insurance and sliding scale fees. The scheduler must have the ability to manage frequent and demanding contact with clients. Ideal candidates will be able to multi-task, work with accuracy and manage stressful situations. Mission driven candidates interested in joining a team that serves criminal justice-involved clients are encouraged to apply.


• Greet clients and all visitors and ascertain purpose of visit
• Answer and screen incoming calls in a professional manner while providing assistance and obtaining accurate information
• Triage calls for therapists, nurses and psychiatrists
• Monitor the adult and youth waiting rooms to ensure the health and safety of clients and visitors is maintained
• Enroll new clients and update existing client information in the electronic health record (EHR) by obtaining demographic information, ID, copy of health insurance card, checking insurance eligibility and status, confirming address, changes of address, and contact information at each visit
• Scan paper referral information and other documents as required into the EHR
• Use Electronic Health Record (EHR) to check clients into clinic
• Ensure staff respond promptly in the provision of services to clients
• Perform centralized scheduling for all clinical staff (social workers, clinical supervisors, psychiatrists, and nurses, nurse practitioner/physician assistant) ensuring up-to-date staff schedules are entered in EHR, CareLogic, in advance, cancelled appointments are backfilled and referrals for services are scheduled, in accordance with same day access and urgent care needs
• Achieve performance goals related to centralized scheduling to support staff productivity
• Verify eligibility and authorization for Medicaid services using EPACES and Managed Care Organization portals at every client visit
• Obtain authorizations from insurers, including Managed Care Medicaid and Medicare
• Collect and record all client self-pay and sliding scale fees and generate client receipts
• Collect, record, track and monitor Medicare and Private Health Insurance co-pays
• Follow and adhere to state, local, federal and agency confidentiality policies and procedures protecting the confidentiality of client protected health care information and ensure all transactions are conducted with respect and promote the client’s privacy
• Provide administrative and clerical support to all the clinical staff including: photocopying; faxing correspondence; creating letters to external sources via EHR; updating consent forms and privacy notices; mailing letters; sending mailings, and coordinating transmission of progress reports to criminal justice agencies including CASES’ ATD/ATI programs
• Manage Metrocard state reimbursement account
• Conduct transfer meeting with other scheduler/receptionist staff to apprise of daily outstanding issues and activities to be conducted during shift changes
• Support all crisis intervention and emergency response situations to ensure health and safety and effective responses by internal and external first responders and adherence to crisis/emergency policies
• Provide culturally competence services in accordance with CASES policies and procedures
• Any other duties as required by supervisory and executive staff


• High school diploma with 3 years related work experience
• Previous Electronic Medical Record (EMR) and Medical billing experience, CareLogic HER a plus
• Knowledge of mental health and medical terminology
• Exceptional communication and organizational skills, including excellent phone demeanor and direct communication skills with consumers and family members, government agencies, and agency staff;
• Excellent diplomacy, poise and social skills to deal with clients facing a range of problems including serious mental illness, substance abuse, arrest and incarceration, crisis and stress;
• Ability to be organized and to operate with purpose, urgency, and accuracy in a fast-paced deadline-driven environment
• Demonstrated proficiency in MS Office Suite
• Ability to establish and maintain effective working relationships with clients, family members, referral sources, criminal justice staff, and CASES’ employees

Salary: Competitive and commensurate with experience

Benefits: Here at CASES we offer benefits that will assist you in making the most of your career and your life. Our programs include health and wellness insurance which is offered through Aetna. A retirement 403(b) plan is held with Principal, education, and training. Additionally, our portable ancillary benefits are offered through Aflac, Legal Shield, and ADP Flexible spending account; which is then deducted through payroll along with commuter benefits, additional short-term disability, cancer, additional income protection, hospitalization coverage, and identity theft protection.

Additional information
In one document, attach your cover letter and resume in PDF or Word format. No phone calls please. Only applicants selected for interviews will be contacted.

CASES is proud to be an Equal Opportunity Employer. Employment with CASES is based solely on qualifications and competence for a particular position, without regard to race, color, ethnic or national origin, age, religion, creed, gender, sexual orientation, disability, or marital, military, or citizenship status. We also actively recruit individuals with prior involvement in the criminal justice system.Your information will be kept confidential according to EEO guidelines.


Please apply through:

Posted on 03/29/18; CVMHA ID #11991