Healthcare Administrator

We are seeking a highly organized, detail-oriented, and proactive Healthcare Administrator to join our team.

This role is responsible for coordinating therapy schedules, maintaining accurate scheduling records, and ensuring sessions are managed efficiently to support seamless service delivery.

The ideal candidate thrives in a fast-paced environment, has exceptional attention to detail, and is able to manage multiple priorities while maintaining a high level of accuracy. Strong organizational skills and the ability to stay on top of a busy inbox are essential.

Key Responsibilities

• Schedule therapy sessions accurately within the scheduling platform.
• Maintain therapist and client schedules to ensure continuity of care.
• Process schedule changes, cancellations, and rescheduling requests.
• Ensure all schedules remain accurate and up to date.
• Coordinate scheduling activities to maximize therapist availability and utilization.
• Monitor and manage unconverted sessions.
• Investigate scheduling discrepancies and resolve issues promptly.
• Follow up on outstanding scheduling items to ensure sessions are completed or appropriately documented.
• Identify opportunities to improve scheduling efficiency and therapist utilization.
• Generate and distribute reports on:
• Session cancellations
• No-shows
• Unconverted sessions
• Scheduling trends
• Therapist utilization
• Maintain accurate scheduling records and documentation.
• Monitor scheduling KPIs and escalate concerns where appropriate.
• Ensure data accuracy across scheduling systems.
• Respond promptly to scheduling-related emails.
• Maintain a highly organized inbox, ensuring all requests are actioned and followed through.
• Communicate professionally with clinicians, families, and internal departments.
• Work collaboratively with Operations, Clinical, and Intake teams to resolve scheduling challenges.
• Provide timely updates regarding scheduling changes and outstanding items.

Requirements

• Previous experience in scheduling, healthcare administration, operations, or a similar coordination role.
• Exceptional attention to detail and accuracy.
• Strong organizational and time management skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Excellent written and verbal English communication skills.
• Strong administrative skills with the ability to maintain accurate records.
• Proficient in Microsoft Office and Google Workspace.
• Comfortable learning new scheduling platforms and systems.
• Ability to work independently while managing a high-volume workload.
• Strong problem-solving skills and the ability to resolve scheduling conflicts efficiently.