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Full-time Spanish Bilingual Patient Scheduler

Department: Cole Rehabilitation
Location: The Woodlands, TX

Schedule: Monday, Wednesday, Friday, 8 am to 5 pm; Tuesday and Thursday, 10 am to 7 pm

The  Patient Scheduler position schedules new client therapy, 30 day re-evaluations, 6 month re-evaluations, as well as maintains the scheduling information about therapists on staff, such as availability and areas of expertise. The other primary responsibility is to facilitate the rescheduling of appointments by therapists and clients.


 FLSA Status: Non Exempt, Hourly

 The following is a summary of major essential functions of the Patient Scheduler position. Specific functions may, from time to time, change. These functions include, but are not limited to:

Essential Functions:

Team Responsibility:

Treat fellow administrative team members, clients and therapists with respect and politeness. To come to work on time and follow established dress code policies.

Operational Responsibility:

 1.      On the day of the evaluation, print out and review with the client all intake paperwork including patient policies and scheduling preference information. Give the client the appropriate welcome folder

 2.      Email the appropriate therapist and supervisor with the scheduled patient therapy times.

 3.      Email evaluating therapists about re-evaluations and 30 day evaluations.

 4.      Communicate with Medicaid Authorization Coordinators about clients for whom re-evaluations were completed, but no Medicaid authorization has been obtained. Communicate with parents/responsible party when a client must be placed on hold due to lack of Medicaid authorization.   Educate parents about issues during this process (process after initial evaluation, expiration of authorization, loss of Medicaid coverage, etc).

 5.      If at the reevaluation there is no prescription, call physician offices to obtain verbal order if occupational or physical therapy will begin, and there is no written prescription on file.

6.      Maintain, update or archive the Chartlinks scheduler schedule for the following information:

  •  The Speech, Occupational and Physical Therapy schedules on Chartlinks scheduler for each employee/contractor therapist.
  • The Therapist’s Absence, Schedule Changes and Discharge Notification Form on a daily basis (Yellow Sheet).
  • Schedule for coverage when therapists are out of the office unexpectedly.

 7.      Maintain and update the Chartlinks Scheduler Waiting List for the following information:

  • The “Patients in Cue” report found on the share drive. This report records the daily progress of the prospective clients through the scheduling process.
  • The therapist availability and demographics in the Chartlinks scheduler and Chartlinks database.

 8.      Attend daily stand up meetings to discuss, and provide written report about, the progress of new clients scheduling, as well as scheduling issues or concerns. Maintain daily metric reports on display as described in Standard Work. Prepare the following information for the meeting:

  • Number and names of clients who have scheduled therapy
  • Number of rescheduled therapy appointments

 9.      Assist and complete monthly Medicaid verification for all site patients as described in the Standard Work.

 10.  Follow standard work established by the Cole Pediatric Therapy. Alert your supervisor if the standard work needs to be reviewed.

 Other Responsibilities:

 Carry out any other projects as assigned by the Site Director of Rehabilitation or Executive Office Manager.


·         Team Player

·         Strong customer advocate

·         Ability to problem solve

·         Responds quickly and well to problems

·         Takes initiative

·         Even tempered under pressure

·         Accurate, Dependable, Friendly, Polite

·         Organize & complete tasks efficiently

·         Able to prioritize tasks/multitask

·         Communicates effectively (verbal, written, email, telephone)

·         Bilingual Preferred

·         Microsoft Office – Expert Level

·         Associates Degree or equivalent job experience


Physical Demands:

 The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel.

• The employee frequently is required to sit and reach with hands and arms.

• The employee is required to stand, walk, and talk or hear.

• The employee must frequently lift and/or move up to 50 pounds.

• Specific vision abilities required by this job include close vision, and color vision.


The Reward:

All employees are eligible for competitive professional salaries recognizing experience and education.  We strive for excellence in patient care and employee satisfaction stressing teamwork and dedication.  Cole Health offers a comprehensive benefits package for full time employees including: Paid Vacation and Sick Time, Health and Dental Benefits, Life Insurance, Retirement Savings and much more.


The Company: Cole Health has grown to include Cole Pediatric Therapy (9 Pediatric Outpatient Facilities in the Greater Houston Area, San Marcos and Austin),and Cole Rehabilitation (3 Outpatient Facilities in the Greater Houston Area).    

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