Altoona - 4144 - Scheduling Specialist

Pho Prime, LLC; Altoona (IA); On-site; USD 20,664,000 - 30,307,000; Full time

Job summary

Pho Prime, LLC is seeking a Scheduling Specialist in Altoona, IA to be the face of the clinic for clients and families. The role focuses on accurate scheduling changes, onboarding new clients with Intake, and coordinating with clinical staff to ensure timely service delivery.

The position requires strong organizational skills, HIPAA knowledge, and the ability to manage multiple tasks while maintaining professional communication.

Qualifications

• High school diploma or GED required.
• At least one year of experience in medical or therapeutic administration or customer service.
• Experience handling multi-line phone systems and office equipment.
• Knowledge of HIPAA privacy and security rules.

Responsibilities

• Scheduling: Permanent schedules and scheduling variances.
• Greet clients and families on arrival at the clinic.
• Answer phones and respond to or forward requests.
• Coordinate onboarding from intake to first day of ABA.
• Maintain timely and accurate scheduling communications and records.
• Support center operations, cleanliness, and logistics.
• Assist with in-market center scheduling needs as needed.

Skills

Strong organizational skills

Attention to detail

Verbal and written communication

Initiative / self-management

HIPAA knowledge

Professional demeanor

Time management

Confidentiality

Education

High school diploma or GED

Tools

Multi-line phone systems

Office equipment (copiers, fax, etc.)

Data entry

Job description

Address 501 8th Street Southwest, Altoona, IA, 50009, US

Description

Overview

The Scheduling Specialist serves as the face of their clinic for clients and their families and supports the clinical team by flexibly serving multiple functions at the clinic. They are responsible for timely and accurate scheduling changes for their staff and clients, coordinating start of service for clients while serving as general facilities support.

Responsibilities

• Scheduling: Permanent schedules and scheduling variances.
• Family guidance.
• Accurately records client and staff cancelations, reschedules, and other scheduled time off to ensure clients receive their prescribed treatment hours.
• Timely execution of scheduling communication/task needs that takes place at the center.
• Implementing best practices for scheduling, including timely delivery.
• Meeting or exceeding treatment delivery goals (KPIs) as it relates to provider & client utilization, including make up time.
• Coordinating appropriate use of admin time.
• Scheduling trainings, i.e. safety care, Relias, compliance, etc.
• Onboarding new clients in partnership with Intake, from meet and greet to first day of ABA.
• Support additional in-market centers with scheduling operations as needed.
• Greet all clients and families as they arrive to our clinics
• Answer phones and respond to or forward requests and/or information.
• Facilitates timely and accurate flow of communication between the clinic and Caravel corporate support functions.
• New hire day one welcome & center orientation as needed.
• Facilitating daily operations, cleanliness, team building, logistics, supply management and organization of center..
• Employee will be required to sit, talk, hear, type and write.
• Occasional bending, squatting, stooping, and lifting (up to 35 pounds) is required.
• Specific vision abilities required by this job include near, far, and field of vision.
• Speech must be spoken in a manner easily understood by others.
• This position requires regular and punctual employee presence.

Requirements

Education:

• Must be a high school graduate/GED equivalent.

Experience:

• At least one-year comparable experience working with clients and/or families in a medical or therapeutic setting including providing administrative or customer service-related experience preferred.

Skills and Competencies:

• Strong organizational skills, with the ability to multi-task and meet deadlines.
• Strong attention to detail.
• Experience working with multi-line phone systems and office machines (copiers, postage machines, fax machine, etc.).
• Displays professionalism and represents organization in a professional manner.
• Excellent verbal and written communication skills, with a pleasant, professional, and helpful demeanor and voice.
• Demonstrates initiative, with the ability to manage self and workload.
• Knowledge of HIPAA privacy and security rules and regulations.
• Ability to abide by ethical guidelines and policies, including strict adherence to confidentiality and HIPAA guidelines.