Senior Scheduling Specialist

About the role

The Senior Scheduling Specialist reports to the Regional Director or Regional Vice President and is supported by the Director of Clinical Systems Administration.

Responsibilities

• 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.
• 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.
• Collaborate with the Director of Clinical Systems Administration and other department and regional leaders to lead the implementation of scheduling enhancements, across multiple channels.
• 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.
• 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.
• 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.
• Participate in process improvement initiatives in partnership with stakeholders and leadership to streamline scheduling processes, improve data integrity, and increase efficiency.

Qualifications

• A 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.