Scheduling Specialist

Talentify; Rolling Meadows (IL); On-site; USD 26,000 - 32,000; Full time

Benefits offered by this job

401(k) with company match

$500 referral bonus

Paid time off

Holiday pay

Mileage reimbursement

Full health benefits

BCBA Rise Scholarship program

Job summary

Talentify is seeking a Scheduling Specialist to serve as the front-line presence at our clinics and to support the clinical team with flexible scheduling across staff and clients. You will coordinate start of service, greet clients and families, and respond to inquiries while ensuring HIPAA compliance and smooth day-to-day operations.

Your role includes managing schedules, training meetings, onboarding new clients, and supporting multiple in-market centers as needed.

Qualifications

• High school diploma or GED required.
• 1+ year of related experience in medical or therapeutic settings preferred.

Responsibilities

• Schedule staff and clients, maintain permanent schedules and variances.
• Record cancellations and reschedules accurately.
• Coordinate center communications and onboarding of new clients.
• Greet clients and families on arrival and answer phone requests.
• Support center operations, logistics, and supplies.

Skills

Organizational skills

Communication skills

HIPAA knowledge

Professional demeanor

Multiline phone system

Attention to detail

Initiative

Education

High school diploma or GED

Tools

Multiline phone system

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.

What We Offer:

• Pay: $19.00- $23.00
• 401(k) with company match
• $500 referral bonus
• Paid time off, holiday pay, mileage reimbursement
• Full health benefits for full-time team members
• 1:1 client sessions—no group billing or overwhelming caseloads
• A career pathway to become a BCBA with our BCBA Rise Scholarship program that provides up to $10,000 in financial support for your Master’s degree

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.