Top 20 Customer care coordinator Jobs in Tulsa, Ok

Intake Scheduler
Family & Childrens Services, Inc. —Tulsa, OK
- Microsoft Excel
- Medical office experience
- Mid-level
- Paid time off
Quick Apply
Patient Service/Front Desk Coordinator Part Time
MyEyeDr. —Tulsa, OK
- Part-time
- Administrative experience
- Computer skills
- Communication skills
Front Office Coordinator
Tulsa Family Psychiatry & Wellness —Tulsa, OK
- $31,200 - $37,440 a year
- Full-time
- Background check
- High school diploma or GED
- Ability to sit for extended periods
- 401(k)
- Paid time off
Quick Apply
Patient Service/Front Desk Coordinator
MyEyeDr. —Collinsville, OK
- Weekends as needed
- Computer literacy
- Administrative experience
- Computer skills
- Paid holidays
- Health insurance
Treatment Coordinator
Dental Depot —Tulsa, OK
- Full-time
- Dental office
- HIPAA
- No experience needed
Patient Care Coordinator
Dental Depot —Owasso, OK
- Full-time
- Dental office
- HIPAA
- No experience needed
11d
Medical Office Receptionist
LifeStance Health —Tulsa, OK
- From $20.25 an hour
- Full-time
- Psychiatry
- HIPAA
- In-person
- Paid parental leave
- AD&D insurance
Quick Apply
2d
Intake Coordinator
Enhabit Home Health & Hospice —Broken Arrow, OK
- Full-time
- Nursing
- LVN
- RN License
- Health insurance
- Dental insurance
9d
Clinic Coordinator - Sand Springs
OSU Medical Center —Sand Springs, OK
- Full-time
- Management
- Customer service
- Mid-level
Quick Apply
Front Office Specialist II
OKLAHOMA CANCER SPECIALISTS MANAGEMENT COMPA —Tulsa, OK
- Full-time
- Mid-level
- High school diploma or GED
- Front desk
- Paid holidays
- Health insurance
Quick Apply
Patient Services Coordinator
PT Solutions Physical Therapy —Tulsa, OK
- $17.50 - $18.50 an hour
- Full-time
- Private practice
- Customer service
- HIPAA
- Paid time off
Quick Apply
3d
Treatment Coordinator
918 Dentist —Glenpool, OK
- Dental office
- Inventory management
- Mid-level
Patient Care Coordinator (PCC)
Miracle Ear —Jenks, OK
- From $16 an hour
- Full-time
- Sales
- Customer service
- Office
- Health insurance
- Dental insurance
Quick Apply
3d
Remote Transportation Care Coordinator
ACC PREMIERE —Tulsa, OK
- $11.50 - $12.00 an hour
- 8 hour shift
- Remote
- 2 years
- Communication skills
- Entry level
- Paid training
- Health insurance
Quick Apply
9d
Hearing Ambassador (Patient Care Coordinator)
NationsBenefits, LLC —Owasso, OK
- Full-time
- Computer literacy
- High school diploma or GED
- Communication skills
- Opportunities for advancement
Quick Apply

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Intake Scheduler

Family & Childrens Services, Inc. -
Tulsa, OK

Quick Apply

Job Details

Benefits

Paid time off

Qualifications

Customer communication
Administrative experience
High school diploma or GED
Driver's License
Productivity software

Full Job Description

JOB SUMMARY:

The Intake Scheduler is responsible for coordinating daily intake schedules, staff assignments, and calendar management to ensure efficient intake operations. This role utilizes queue management tools and scheduling systems to support real-time client flow, assign clients to available staff, maintain accurate calendars, manage scheduling placeholders, and adjust for daily staffing changes. The Intake Scheduler functions as the central coordinator of the intake schedule, ensuring staff availability is accurately reflected and that both scheduled and walk-in clients are routed appropriately in alignment with queue protocols, staffing levels, and management direction.

POSITION SPECIFIC DUTIES & RESPONSIBILITIES:

Daily Scheduling and Calendar Coordination

Manage daily intake schedules across assigned sites, clinicians, and service types.
Add, adjust, and remove appointments, placeholders, and calendar blocks based on operational needs.
Assign clients to available staff in alignment with scheduling guidelines, queue visibility, and management direction.
Maintain accurate staff calendars, including:

- Availability
- Absences
- Lunch coverage
- Telehealth vs. in-office status
- Same-day capacity changes

Adjust schedules throughout the day to account for walk-ins, no-shows, urgent needs, staff absences, over-capacity situations, and workflow disruptions.

Intake Queue Management

Utilize queue management tools to monitor client status and staff availability in real time.
Update queue stages to ensure efficient progression from check-in through intake completion.
Monitor queue alerts, pending assignments, and wait times to prevent delays and bottlenecks.
Apply established assignment logic (e.g., least-utilized, next-available routing).
Escalate queue issues, staffing constraints, extended wait times, or assignment barriers to the Intake Manager.

Staff Assignment Coordination

Coordinate real-time client assignments based on staff capacity, availability, and workflow needs.
Reassign clients as needed due to PTO, breaks, call-outs, extended sessions, or other disruptions.
Maintain a balanced and functional schedule throughout the day.
Support implementation of coverage plans, including affiliate, float, and shared staff resources.

Communication and Operational Support

Collaborate closely with the Intake Manager, Front Desk, and Intake staff regarding schedule changes and client flow.
Provide real-time updates on staffing changes and queue conditions requiring adjustment.
Support coordination of scheduled and walk-in clients to align with operational priorities.
Communicate internal updates regarding wait times, assignments, and next steps as needed.

Schedule Maintenance and Accuracy

Run and upload daily scheduling reports into the queue management system, ensuring timely updates.
Audit scheduling reports for accuracy and data integrity.
Track scheduling issues, over-capacity events, reassignment needs, and workflow barriers.
Maintain accurate records of staff availability and intake scheduling activity.
Identify recurring scheduling issues and report trends to the Intake Manager.

Customer Service and Access Support

- Promote timely access to services by maintaining an organized and responsive schedule.
- Reduce delays through proactive schedule management and reassignment.
- Support a calm and efficient intake environment by ensuring scheduling facilitates client flow.
- Demonstrate professionalism, urgency, and flexibility when interacting with staff and clients in a high-volume setting.

QUALIFICATIONS

EDUCATION:

Must be a high school graduate or have HS equivalent

EXPERIENCE:

1+ years of administrative experience Microsoft office software required.
One year experience in medical office or healthcare with direct patient care/interaction in past 3 years preferred.

PERFORMANCE COMPETENCIES:

Communication
Decision Making
Engagement
Initiative and Accountability
Interpersonal
Learning
Organizational Alignment
Quality of Work

KNOWLEDGE/SKILLS/ABILITIES:

Strong organizational and multitasking skills
Ability to manage frequent schedule changes in real time
Strong attention to detail and accuracy
Ability to use queue management tools, EHR/scheduling platforms Excel, and shared tracking tools
Ability to communicate clearly with multiple departments in a fast-paced setting
Strong problem-solving skills and ability to escalate appropriately
Ability to remain calm and organized in high-volume, rapidly changing situations

CERTIFICATIONS/LICENSES:

Must possess a valid Driver License and satisfactory driving record to use agency and/or personal automobile to travel to locations other than primary office.

SAFETY SENSITIVE JOB CLASSIFICATION

This job is classified as a “safety-sensitive” position as defined by the Oklahoma Medical Marijuana and Patient Protection Act. Due to the “safety-sensitive” classification, an employee in this position would be subject to drug and alcohol testing, including random testing. Marijuana is one of the substances included in the drug panel screening. Possession of a medical marijuana license will not excuse you from the testing process or the consequences of testing positive for marijuana per the Family & Children’s Services Drug Free Workplace Policy, including possible revocation of a job offer or dismissal from employment.

Education

Required

High School or better

Licenses & Certifications

Required

Drivers License

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.

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Refine Your Search

customer care coordinator jobs in tulsa, ok

Intake Scheduler

Patient Service/Front Desk Coordinator Part Time

Front Office Coordinator

Patient Service/Front Desk Coordinator

Treatment Coordinator

Patient Care Coordinator

Medical Office Receptionist

Intake Coordinator

Clinic Coordinator - Sand Springs

Front Office Specialist II

Patient Services Coordinator

Treatment Coordinator

Patient Care Coordinator (PCC)

Remote Transportation Care Coordinator

Hearing Ambassador (Patient Care Coordinator)

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