Scheduling Coordinator

About the Role

Seen Health is looking for a highly organized and proactive Scheduling Coordinator to help ensure our participants receive timely access to care and services across our interdisciplinary team (IDT). This role coordinates internal scheduling across all internal visits, such as initial and bi-annual assessments, PCP and nurse visits, social work consults, and day center services, while serving as a key connector between our clinical and operational teams.

You'll be responsible for keeping participant schedules organized, resolving scheduling conflicts, and ensuring services are coordinated efficiently across teams. You'll work closely with members of Clinic, Guest Services, Transportation, and IDT teams to ensure participant needs are met and scheduling details don't fall through the cracks.

We're looking for someone who goes beyond simply filling calendar slots. You'll get the opportunity to identify gaps in scheduling workflows, speak up when processes aren't working, and help build better ways of coordinating care. The ideal candidate is energized by solving problems, comfortable with ambiguity, and motivated to continuously improve how we work. 

Responsibilities

Participant Scheduling & Coordination

• Schedule internal services, including participant assessments, treatments, PCP visits, and Day Center attendance, ensuring schedules align with participant needs and care plans.
• Coordinate schedules across care settings, balancing participant needs, staff availability, and operational constraints to minimize conflicts and make efficient use of available resources.
• Schedule initial assessments and onboarding activities across multiple disciplines, including medical, therapy, social work, Day Center, and nursing. Identify transportation needs and coordinate with the Transportation Team to support a smooth onboarding experience.
• Monitor upcoming and outstanding scheduling needs, proactively following up with relevant teams to ensure participants receive timely care and required activities are completed on schedule.
• Proactively identify and resolve scheduling conflicts, last-minute cancellations, changes, and urgent scheduling needs to ensure continuity of care.

Cross-Functional Coordination

• Act as a key point of contact for internal participant scheduling, helping coordinate services across the Clinic, Social Work, Home Care, Transportation, and Day Center teams.
• Ensure relevant teams have accurate, up-to-date information about participant schedules, changes, and outstanding scheduling needs.
• Work closely with clinical and operational teams to resolve scheduling barriers, clarify ownership, and ensure participants can access the services they need.

Process Improvement & Problem Solving

• Identify recurring scheduling bottlenecks and coordination challenges, working with relevant teams to address root causes.
• Help build and refine scheduling processes, tools, and tracking mechanisms to improve visibility, reduce manual follow-up, and support timely care delivery.
• Take ownership of complex or ambiguous scheduling challenges, collaborating across teams to find effective solutions rather than simply passing issues along.

Documentation & Administrative Support

• Enter and update participant schedules and related information in the EMR and other relevant systems, ensuring records are accurate and current.
• Track scheduled services and outstanding activities to help ensure required care and assessments are completed within applicable operational and regulatory timeframes.
• Adapt to the evolving needs of the PACE program and support additional scheduling-related tasks as needed.

 

Qualifications

• 2+ years of experience in healthcare operations, medical scheduling, care coordination, or a related field.
• Exceptional attention to detail and strong time-management and organizational skills.
• Ability to manage multiple time-sensitive requests and priorities while maintaining accuracy.
• Strong communication skills and confidence working with clinical teams and internal stakeholders.
• A proactive problem solver who naturally looks for ways to improve processes rather than simply following existing workflows.
• Comfortable operating in ambiguity and working through issues that require coordination across multiple teams.
• Comfortable in a primarily desk-based, coordination-focused role.
• Strong computer and systems skills, with the ability to learn new tools and workflows quickly

Location

• Los Angeles required. Ability to commute to Alhambra required.

Salary & Benefits