Scheduling Specialist

Caravel Autism Health; Altoona (IA); On-site; USD 36,000 - 48,000; Full time

Job summary

Caravel Autism Health in Altoona, IA is seeking a Scheduling Specialist to act as the face of the clinic for clients and families, ensuring accurate scheduling changes and smooth intake processes. The role supports the clinical team and coordinates start of service with the Intake team.

Responsibilities include managing schedules, recording cancellations, answering phones, and ensuring HIPAA-compliant communication. Strong organizational skills and professional demeanor are essential for success.

Qualifications

• Must be a high school graduate/GED equivalent.
• At least one year of experience in a medical or therapeutic setting with administrative or customer service duties preferred.
• Excellent organizational and multi-tasking abilities.

Responsibilities

• Schedule and adjust staff/client appointments accurately and timely.
• Greet clients and families and answer phones; forward information as needed.
• Maintain HIPAA-compliant records and confidentiality; coordinate with care teams.
• Support center operations, onboarding new clients, and basic facilities tasks.

Skills

Organizational skills

Multi-tasking

Attention to detail

Phone systems

Communication skills

HIPAA knowledge

Confidentiality

Initiative

Professional demeanor

Education

High school diploma or GED

Tools

Office equipment

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Scheduling Specialist

Full Time Altoona, IA, US

2 days ago Requisition ID: 16327

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.

Essential Functions:

• Scheduling: Permanent schedules and scheduling variances. Family guidance. BCBA/Senior meetings. Senior Training meetings. PTO, QTPs, support services, etc.
• 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. safetycare, 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.

Travel Required: Minimal Travel

Physical Demands:

This is largely a sedentary role, with frequent sitting and computer keyboarding required. 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.

Qualifications:

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.