Spokane - 4144 - Scheduling Specialist

Caravel Autism Health; Spokane (WA); On-site; USD 23,000 - 30,000; Full time

Job summary

Caravel Autism Health in Spokane seeks a Scheduling Specialist to serve as the face of the clinic, coordinating staff and client scheduling, onboarding clients, and ensuring timely communication. You will greet families, answer phones, coordinate start of service with Intake, manage scheduling variances, and support center operations including logistics and supplies.

The role requires strong organization, attention to detail, professional communication, HIPAA awareness, and the ability to

Qualifications

• Must be a high school graduate/GED.
• At least 1 year of client/family experience in medical or therapeutic settings.
• Experience in administrative or customer service roles is preferred.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication; professional demeanor.

Responsibilities

• Schedule staff and client appointments; manage variances.
• Greet clients and families at clinics.
• Answer phones; forward requests and information.
• Coordinate onboarding with Intake from meet & greet to first day.
• Ensure timely flow of communication between clinic and corporate support.
• Support center operations: cleanliness, logistics, and supplies.
• Sit, talk, hear, type and write; lifting up to 35 pounds.

Skills

Strong organizational skills

Attention to detail

Excellent verbal and written iletişim

Initiative

Professionalism

HIPAA compliance knowledge

Education

High school diploma or GED

Tools

Multi-line phone systems

Office machines (copiers, postage, fax)

Job description

Overview

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.

Responsibilities

• 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. safety care, 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..
• 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.

Requirements

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.