Scheduling Specialist

Caravel Autism Health; Saint Charles (MO); On-site; USD 32,000 - 42,000; Full time

Job summary

Caravel Autism Health in Saint Charles, Missouri is seeking a Scheduling Specialist to act as the front-face of the clinic, supporting the clinical team with flexible scheduling and administrative tasks. You will coordinate staff and client schedules, onboard new clients with Intake, and ensure accurate flow of information across the center.

The role requires strong organizational skills, multi-tasking, and a professional demeanor, with emphasis on HIPAA compliance and dependable attendance.

Qualifications

• High school diploma or GED.
• At least 1 year of experience working with clients and/or families in a medical or therapeutic setting similar to administrative or customer service roles.

Responsibilities

• Schedule permanent and variances, coordinate start of service with Intake, and manage other scheduling needs.
• Record client and staff cancellations, reschedules, and time off accurately.
• Ensure timely scheduling communications and task execution at the center.
• Implement scheduling best practices and timely delivery of updates.
• Contribute to KPIs related to provider and client utilization and make-up time.
• Greet clients and families on arrival and answer phones or forward inquiries.

Skills

Organizational skills

Multi-tasking

Attention to detail

Phone system experience

Verbal and written communication

Initiative

HIPAA knowledge

Professional demeanor

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.