Scheduling Specialist

Talentify; Iowa City (IA); On-site; USD 36,000 - 48,000; Full time

Job summary

Talentify is seeking a Scheduling Specialist to act as the face of the clinic, coordinating staff and client calendars, onboarding new clients, and supporting daily operations. The role emphasizes accurate scheduling changes, strong communication, and HIPAA-compliant practices to ensure smooth treatment delivery.

The position requires high organization, attention to detail, and the ability to multitask in a fast-paced clinical environment. Minimal travel and office-based work are expected.

Qualifications

• Must be a high school graduate/GED equivalent.
• At least one year of comparable experience in a medical or therapeutic setting with administrative or customer service duties.

Responsibilities

• Schedule permanent and variances, manage PTO and staff/client calendars.
• Record cancellations, reschedules, and time off accurately to ensure treatment hours.
• Ensure timely scheduling communication at the center.
• Implement scheduling best practices and timely deliveries.
• Meet KPIs for provider and client utilization and make up time as needed.
• Coordinate admin time and daily operational flow at the center.
• Schedule trainings (safetycare, Relias, compliance) and onboarding of new clients.
• Greet clients/families on arrival and respond to phone requests or forward as needed.
• Facilitate communication between the clinic and corporate support functions.

Skills

Scheduling

Multi-tasking

HIPAA compliance

Communication

Attention to detail

Professionalism

Education

High School Diploma or GED

Job description

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.