Scheduling Specialist

About the Role

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.

Responsibilities

• Timely and accurate scheduling changes for staff and clients, including permanent schedules and scheduling variances.
• Coordinate start of service for clients while serving as general facilities support.
• Accurately record client and staff cancellations, reschedules, and other scheduled time off to ensure clients receive their prescribed treatment hours.
• Execute scheduling communication and task needs promptly.
• Implement best practices for scheduling, including timely delivery.
• Meet or exceed treatment delivery goals (KPIs) related to provider and client utilization, including make-up time.
• Coordinate appropriate use of admin time.
• Schedule trainings (e.g., SafetyCare, Relias, compliance).
• Onboard 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 at the clinic.
• Answer phones and respond to or forward requests and information.
• Facilitate timely and accurate communication between the clinic and Caravel corporate support functions.
• Conduct new hire day-one welcome and center orientation as needed.
• Facilitate daily operations, including cleanliness, team building, logistics, supply management, and organization of the center.

Requirements

• Minimal travel required.
• Largely sedentary role with frequent sitting and computer keyboarding; occasional bending, squatting, stooping, and lifting (up to 35 pounds).
• Must have near, far, and field of vision abilities; speech must be easily understood by others.
• Regular and punctual attendance is required.

Qualifications

• High school graduate or GED equivalent.
• At least one year of comparable experience working with clients and/or families in a medical or therapeutic setting, including administrative or customer service-related experience preferred.

Skills

• Strong organizational skills with the ability to multi-task and meet deadlines.
• Strong attention to detail.
• Experience with multi-line phone systems and office machines (copiers, postage machines, fax machines, etc.).
• Professional demeanor and representation of the organization.
• Excellent verbal and written communication skills.
• 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.