Scheduling Specialist

Caravel Autism Health; Town of Brillion (WI); On-site; USD 35,000 - 45,000; Full time

Job summary

A healthcare provider in Wisconsin is looking for a Scheduling Specialist to manage scheduling tasks, greet clients, and provide administrative support within the clinic. This role requires excellent organizational and communication skills, along with a strong attention to detail. The ideal candidate should be a high school graduate with at least one year of experience in a medical or therapeutic setting. Minimal travel is required, making this a great opportunity for those looking to support clients and families in a healthcare environment.

Qualifications

• 1+ year of experience in a medical or therapeutic setting preferred.
• Experience in administrative or customer service roles is beneficial.

Responsibilities

• Serve as the front face of the clinic for clients and families.
• Manage accurate scheduling and record client and staff cancelations.
• Facilitate communication between the clinic and corporate support.
• Ensure cleanliness and organization of the center.

Skills

Strong organizational skills

Attention to detail

Verbal and written communication skills

Experience with multi-line phone systems

Knowledge of HIPAA regulations

Education

High school graduate/GED equivalent

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.