Regional Manager, Patient Access – Regionalized Scheduling

Job Overview & Responsibilities:

The Regional Manager, Patient Access – Regionalized Scheduling will oversee region-level scheduling operations across a defined geographic area. This leader ensures consistent execution of centralized scheduling workflows, service standards, and operational KPIs to deliver a best-in-class patient experience. Supporting the Director, this role drives performance, coaching, and adoption of regionalized scheduling processes across all clinics within the assigned region. 

 

Essential Functions:

• Leadership & Team Management:  
  • Lead, coach, and develop district-level scheduling supervisors and staff across the assigned region. 
  • Conduct regular check-ins, performance evaluations, and skill development plans. 
  • Cascade enterprise and division-level goals, ensuring alignment with organizational KPIs. 
  • Foster a culture of accountability, collaboration, and patient-first service. 
• Operational Oversight:
  • Oversee day-to-day scheduling operations, including appointment booking, template management, and adherence to standardized workflows. 
  • Ensure consistent execution of scripts, scheduling protocols, and documentation requirements across all clinics. 
  • Monitor regional compliance with scheduling accuracy, service level agreements, and productivity standards. 
  • Identify operational gaps and partner with district and clinic leaders to resolve them. 
• Patient Experience & Satisfaction: 
  • Ensure all scheduling interactions reflect a patient-centered philosophy and deliver a warm, accurate, and proactive experience. 
  • Review patient complaints, delays, and feedback to drive improvements and close service gaps. 
  • Partner with scheduling supervisors and clinical operations leaders to remove obstacles impacting timely scheduling and patient readiness.
• Process Improvement & Compliance: 
  • Track and report regional KPIs, including call volumes, wait times, scheduling completion rates, and template utilization. 
  • Use data to identify trends, workflow issues, and opportunities to increase efficiency and minimize delays. 
  • Recommend and implement best practices originating from enterprise, division, or regional pilots. 
  • Ensure compliance with privacy regulations, payer requirements, and internal quality standards. 
• Collaboration & Reporting:  
  • Partner with clinic managers, district managers, regional clinical operations, and centralized access teams to ensure seamless coordination of scheduling activities. 
  • Serve as the primary operational link between regional operations and the Director. 
  • Participate in workgroups, pilots, and change initiatives to scale improvements across the practice. 
• Training and Development:
  • Deliver training, onboarding, and ongoing competency development for scheduling staff. 
  • Reinforce workflow standardization, documentation accuracy, and patient communication excellence. 
  • Identify skill gaps and collaborate with enterprise training teams when needed. 
• Strategic and Administrative Duties: 
  • Support regional workforce planning, staffing models, and scheduling coverage for scheduling roles. 
  • Provide regular status updates, performance summaries, and improvement plans to the Director. 
  • Lead local change management as new tools, processes, and technologies are deployed. 

Qualifications & Pay Range:

Required Skills & Abilities

• Strong working knowledge of scheduling protocols, template management, and call center workflows.
• Proven ability to coach teams, manage performance, and implement standardized processes.
• Excellent interpersonal communication, analytical, and problem-solving skills.
• Experience with Epic or similar HER platforms strongly preferred.

Required Credentials

• Bachelor’s degree in Healthcare Administration, Business, Finance, or related field (or equivalent experience)
• 5+ years of progressive experience in patient access, call center operations, or healthcare scheduling.
• 2+ years of supervisory experience preferred, ideally in multi-site or geographically distributed settings.

Remote Requirements

• Remote role requiring consistent attendance and schedule adherence.
• Constant use of computer systems, telephony platforms, and EMR software.
• Ability to sit for extended periods and perform repetitive tasks.

Company Overview:

Expanding Access to Quality Care

At PT Solutions, we’re more than colleagues; we’re a tight-knit community united in our mission to expand access to quality care. Our commitment to you is evident in our industry-leading professional development opportunities. From ongoing evidence-based clinical education to dedicated mentorship opportunities and an APTA-accredited Orthopaedic Residency Program, we propel our clinicians toward excellence in physical therapy, occupational therapy, speech-language pathology, and athletic training.

As we aim to be the go-to rehabilitation provider, we seek committed professionals eager to join us in that mission. A career with PT Solutions is an opportunity to shape the industry and make a lasting impact.

Let’s go further together and transform care. Join the #PTSLife today!

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