De Pere - 4144 - Scheduling Specialist

Pho Prime, LLC; Wisconsin; On-site; USD 32,000 - 42,000; Full time

Job summary

Pho Prime, LLC is seeking a Scheduling Specialist to serve as the face of the clinic for clients and families, coordinating start of service and ensuring timely, accurate scheduling changes for staff and clients. The role supports the clinical team and daily center operations while maintaining confidentiality and HIPAA compliance.

You will greet clients, answer phones, and manage scheduling tasks, including onboarding new clients and coordinating with intake.

Qualifications

• Must be a high school graduate/GED equivalent.
• At least one year of comparable experience working with clients and/or families in medical or therapeutic settings; admin or customer service experience preferred.
• Knowledge of HIPAA privacy and security rules and regulations.

Responsibilities

• Schedule permanent schedules and variances.
• Greet clients and families as they arrive at the clinics.
• Record cancellations, reschedules, and time off accurately to ensure treatment hours are maintained.
• Respond to phone inquiries and forward requests as needed.
• Coordinate onboarding for new clients from meet-and-greet to first day of ABA.
• Support center operations, including logistics, cleanliness, and supplies.
• Facilitate daily communication between the clinic and corporate support.

Skills

Strong organizational skills

Attention to detail

Multi-line phone systems

Professional demeanor

Verbal and written communication

Initiative and self-management

HIPAA knowledge

Confidentiality adherence

Education

High school diploma or GED

Job description

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.