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Full-time Bilingual Receptionist/Patient Scheduler

Department: Cole Financial
Location: Humble, TX

Schedule:Monday through Thursday, 10 am to 7 pm; Friday, 9 am to 6 pm

Job Description: Patient Scheduler


The receptionist position is responsible for greeting clients, answering telephones, and maintaining daily schedules. The receptionist reports to the Regional Administrator.

 FLSA Status: Non Exempt, Hourly

The following is a summary of major essential functions of the receptionist position.   Specific functions may, from time to time, change. These functions include:

 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  scheduler for the following information:

  •  The Speech, Occupational and Physical Therapy schedules on the 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 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  scheduler and 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

 8.      Alert Medicaid Authorization Coordinators and Patient Care Coordinators to any changes in Medicaid coverage presented by parent/responsible party.

 9.      Alert Patient Care Coordinators and Cole Financial Services to any changes in Commercial Insurance coverage or demographic information presented by parent/responsible party.

 10.  Processes incoming faxes to proper person.

 11.  Record client cancellations in the Scheduler. Contact therapist of cancellation by telephone or in-person.

 12.  Knowledgeable of organization personnel, nature of Cole Pediatric Therapy business and locations.  

 13.  Knowledgeable of all emergency procedures, and location of emergency equipment. In an emergency situation be prepared to call “911”. Also upon evacuating site transport emergency binder and appointment schedule out of office.

 14.  Attend daily administrative meetings

 15.  Observe patient confidentiality and follow HIPAA guidelines.


Other Responsibilities That May Be Assigned

1.      Advertising Attendance Reward Program.

2.      Rescheduling client appointments as make-ups.

3.      Assemble Client Welcome Packets. Two types of Welcome Packets must be maintained: one for Medicaid clients and one for Insurance clients.

4.      Update and Maintain Food log and any other compliance logs.

5.      Create new employee mailboxes

6.      Faxing/sending by mail reports to physician offices and parents, and tracking receipt of physician signature on reports.

7.      Filing and scanning

8.      Assist with training of other administrative team members as assigned by the Executive Office Manager.

9.      Carry out any other projects assigned by Executive Office Manager.



·         Team Player

·         Accuracy, Dependability, Friendly, Outgoing. Polite, Multitask

·         Spanish Bilingual Required

·         Microsoft Office – Intermediate Level

·         High School Diploma or equivalent

·         Flexible Hours


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 is about bringing hope and changing lives  here and around the world.  Cole Health has been serving the Houston community for more than 10 years.  We help our patients, employees and physician’s perform at their best.  Through our Speech-Language, Physical and Occupational Therapy, and Nursing programs adults and children improve their communication, enhance their mobility and become more independent.

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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