Senior Scheduling Specialist

Caravel Autism Health; Madison (WI); On-site; USD 45,000 - 65,000; Full time

Job summary

Caravel Autism Health, LLC in Madison, WI is seeking a Senior Scheduling Specialist who will report to the Regional Director or Regional Vice President and support scheduling across clinics. You will provide training, coverage for vacancies, and maintain schedules to ensure efficient utilization of clinical resources.

The role requires collaboration with cross-functional teams, data integrity, and ongoing process improvements, including standardizing scheduling practices and communicating

Qualifications

• HS diploma or equivalent required.
• Healthcare administration coursework preferred.
• Experience in scheduling in high-volume environments.
• Experience with HIPAA and confidentiality.
• Strong communication and problem-solving skills.
• Ability to train and provide coverage as needed.

Responsibilities

• Provide training and support to Scheduling Specialists on scheduling practices, tools and procedures.
• Provide coverage for vacant Scheduling Specialist roles to maintain operations.
• Develop and maintain clinician schedules to ensure efficient utilization.
• Coordinate with clinic teams and managers to understand resource requirements.
• Participate in scheduling calls to review performance and updates.
• Lead scheduling enhancements with regional leaders across channels.
• Identify and resolve deviations from scheduling standards and data discrepancies.
• Prepare reports and present scheduling metrics to stakeholders.
• Engage in continuous process improvements to standardize scheduling across the company.

Skills

Scheduling proficiency

Data analysis

Communication skills

Problem-solving

HIPAA knowledge

Cross-functional collaboration

Education

High school diploma or equivalent

Healthcare administration coursework (preferred)

Tools

Scheduling software

Job description

Overview

The Senior Scheduling Specialist reports to the Regional Director or Regional Vice President and is supported by the Director of Clinical Systems Administration to provide training, support and guidance on Caravel scheduling practices, processes, and tools in addition to providing essential coverage for Scheduling Specialist as needed. The role works closely with cross-functional teams, managers, and stakeholders to ensure optimal resource utilization and data integrity, and to support operational improvement strategies for enhancing the scheduling process and workflows.

Responsibilities

Training and support: Provide support and training to established and new Scheduling Specialists on Caravel scheduling best practices, tools, and procedures in assigned region(s). Serve as a subject matter expert and resource for scheduling-related inquiries and issues. Resource scheduling and gap coverage: Provide coverage to vacant Scheduling Specialist roles in region to maintain operational success in clinics. Develop and maintain schedules for clinical teammates to ensure efficient utilization and client treatment in assigned location, per scheduling standards and procedures. Coordinate with clinic team and department managers to understand resource requirements and constraints and accommodate accordingly. Participate in recurring scheduling calls facilitated by the Director of Clinical Systems Administration, to review clinic scheduling performance, enhancements to standards and guidelines and related updates and initiatives. Collaborate with the Director of Clinical Systems Administration and other department and regional leaders to lead the implementation of scheduling enhancements, across multiple channels. Problem-solving: Assess, identify, and resolve deviation from scheduling standards, such as data discrepancies, service code mismatches, excessive client and staff cancellations, and gaps with resource allocation, work distribution hours and client open hours. Work closely with relevant stakeholders to prioritize tasks and implement applicable solutions. Data Analysis and reporting: Continuously evaluate and monitor scheduling trends to maximize productivity and efficiency for assigned region(s). Collect and analyze scheduling data to identify trends, patterns, and operational constraints. Prepare and present reports, metrics, and performance indicators to Regional Leader(s), Clinic Director(s) and other stakeholders, highlighting key insights and making recommendations for enhancing scheduling processes and performance. Communication and coordination: Collaborate Ops with COE functional leaders to communicate scheduling standards, processes, and tools enhancements. Ensure seamless coordination to maintain clear and consistent information flow and standardization of scheduling across the company. Process improvement: Participate in process improvement initiatives in partnership with stakeholders and leadership to streamline scheduling processes, improve data integrity, and increase efficiency.

Requirements

• High school diploma or equivalent required.
• College coursework, ideally in business, healthcare management and administration or related discipline preferred.
• Experience in scheduling or resource coordination, preferably in a high-volume environment.
• Experience in healthcare industry strongly preferred.
• Experience with business analysis & problem solving to drive process and operational improvements around scheduling.
• Proficiency in using scheduling software and tools.
• Strong communication, interpersonal, and active listening skills, with the ability to collaborate effectively with cross-functional teams and stakeholders.
• Strong analytical and problem-solving skills with the ability to ask appropriate probing questions, interpret data, identify trends, and implement process improvements to enhance efficiency and continuous scheduling improvement.
• Problem-solving and analytical skills.
• Able to plan and prioritize workload to meet goals, deadlines, and commitments.
• Good follow-through and dependability.
• Demonstrates initiative and possesses a sense of urgency.
• Strong customer service focus, with the ability and desire to meet internal and external client needs.
• Helpful and pleasant in all interactions and willing to contribute in a team environment.
• Displays professionalism and represents organization in a professional manner.
• Able to abide by ethical guidelines and policies, including strict adherence to confidentiality and HIPAA guidelines.