Scheduling Coordinator


The Scheduling Coordinator is responsible for conducting intake discussions with parent/guardian, coordinating evaluations, scheduling appointments and obtaining pertinent information used for scheduling, treatment and billing.  This person will actively monitor new intakes, waitlists, reschedules, cancellations, and maintain therapist schedules.


  • Complete intake discussions with new patient families and initiate and/or update patient demographics.
  • Schedule patients for evaluations for occupational, physical and speech therapies as well as audiology and behavioral health.
  • Obtain Order to Treat from Primary Care Physician (PCP) for each new client.
  • Ensure effective transition between evaluation and therapy services.
  • Function as liaison between and communicate with clients/families, PCPs, and therapists regarding scheduling needs by phone, email and in person communications.
  • Adhere to HIPAA standards and comply with all Heartspring policies relating to HIPAA and Confidentiality.
  • Prompt and regular attendance is required.


  • Ensure effective transition between evaluation and therapy services.
  • Provide front desk coverage as needed.
  • Promote and uphold the Heartspring mission, vision, and values.
  • Other duties as assigned.



  • High school diploma, or equivalent.
  • Minimum 2 years’ experience in a medical scheduling.
  • Working knowledge of medical software.
  • Proficient with Microsoft Office including Excel, Word and Outlook.


  • Frequent sitting at desk
  • Frequent use of computer and keyboard
  • Occasional reaching, grasping, pulling


  • Office environment, indoors, climate-controlled


  • Analytical Thinking - the ability to analyze information and use logic to address work-related issues and problems
  • Attention to Detail – job requires being careful about detail and thorough in completing assigned tasks
  • Data Entry - ability to enter accurate information into a computer program or system
  • Dependability – job requires being reliable, responsible, and dependable, and to fulfill obligations
  • Integrity - job requires being honest, ethical, and the ability to maintain confidentiality
  • Listening – ability to listen effectively and obtain information from others
  • Organizational Skills - developing specific goals and plans to prioritize, organize, and accomplish assigned tasks
  • Speaking – the ability to communicate effectively orally in order to convey information effectively
  • Time Management - managing one's own time and the time of others
  • Writing – the ability to communicate effectively in writing in order to convey information effectively



Heartspring offers a generous benefit package including three weeks paid vacation, sick leave, medical/dental/vision insurance and retirement plans. 

Heartspring is an EEOC employer. 

Reference Code:


 Print Description

Creating hope and opportunity that changes the lives of children with special needs and their families

Sorry, We are no longer taking applications for this position.

Other Open Positions

Please click on one of the above job listings for more details and to apply online.

Equal Opportunity Employer

Heartspring is an equal opportunity employer. Heartspring does not discriminate on the basis of race, color, sex, religion, national origin, ancestry, age, marital status, disability or genetics, pregnancy, sexual orientation, veteran status, or any other classification protected by applicable local, state or federal law.

All job openings are located in Wichita, KS.

Uplifting stories sent straight to your inbox

Subscribe to our e-Dialogue newsletter to receive Heartspring updates, heartfelt stories, and exclusive content.

*Required field

By submitting this form, you consent to receive emails from Heartspring and may unsubscribe at any time. We value your privacy and do not share or sell any information to third parties.