Client Scheduling Coordinator Job Title: Client Scheduling CoordinatorReports to: Operations Market ManagerLocation: Remote Job Type: Full-time, Hourly-non-exemptCompensation: $20.00-$28.00 We're seeking a detail-oriented and solutions-driven Client Scheduling Coordinator to join our high-performing operations team. In this role, you'll play a vital part in ensuring clients receive timely ABA therapy by coordinating schedules, optimizing clinical team utilization, and supporting seamless communication between families, clinicians, and staff. If you thrive in a fast-paced, mission-driven environment, have a knack for logistics and communication, and are passionate about making a difference in the lives of children and families, we'd love to meet you. Outcome Measures Schedule 120% of office budgeted direct intervention hours each month.Maintain 100% error-free scheduling, ensuring all appointments are scheduled correctly and team members can convert their appointments without issues.Ensure 100% utilization of available team members based on their status and availability, optimizing team members to meet scheduling needs and maximize efficiency.Limit team member overtime to no more than 5% of total scheduled hours each month, ensuring no team member is consistently scheduled for long-term overtime, and balancing caseloads.Ensure 100% of scheduled sessions comply with SSG policies and funding source requirements, including staff certifications, qualifications, and service specifications. Role-Based Competencies Attentional to detail: Does not let important details slip through the cracks. Communication: Speaks and writes clearly and articulately without being overly verbose or talkative. Maintains this standard in all forms of written communication, including emails. Efficiency: Able to produce significant output with minimal wasted effort. Open to criticism and ideas: Often solicits feedback and reacts calmly to criticism. Aggressiveness: Moves quickly and takes a forceful stand without being overly abrasive.Organization and planning: Plans, organizes, and schedules, and budgets in an efficient, productive manner. CAS Cultural Competencies Fast paced and data driven: We treat speed as a competitive advantage. We use data, but we don't get stuck in it. We make decisions and move on to the next obstacle.Persistence: We demonstrate tenacity and are willing to go the distance to finish the job.Follow-through on commitments: We live up to verbal and written agreements, always.Enthusiasm: We exhibit passion and excitement for our work. We maintain a “can-do” attitude.Flexibility/adaptability: We adapt quickly to changing priorities and conditions. We cope effectively with complexity and change.Teamwork & customer service: We like working together. We reach out to peers and cooperate with supervisors to establish collaborative working relationships. We do our work with a focus on customer service, recognizing that “customers” includes our clients and their families, our frontline team members and candidates, and our community Responsibilities Schedule ABA sessions for clients using the Scheduling PlatformUpdate the Scheduling Platform daily with changes and new informationCreate and update schedules within the Scheduling PlatformCommunicate scheduling updates effectively with Regional Clinical Manager, caregivers, client families, and relevant partiesCollaborate with Clinical Managers and direct staff to ensure coordinationPrepare proposed schedules based on priority and submit for clinical team approvalVerify staff certifications and qualifications for delivering ABA servicesTrack time off and team member cancellationsEnsure all scheduled sessions comply with SSG policies and funding source requirementsIdentify and resolve scheduling issues promptlyAssist in producing and delivering ongoing scheduling and service fulfillment reportsComplete additional reporting tasks as assigned by the operations teamRespond to operational needs in a timely manner Job Qualifications High school diploma, general education degree, or equivalentFluency in scheduling platform Fluency in Microsoft TeamsWorking knowledge of Microsoft Office applications (e.g., Word, Excel, Outlook)Effective time management skills and the ability to manage multiple tasks at one timeCommitment to maintain client confidentiality and adhere to HIPPA lawsFlexibility with hours, available to attend to after-hours callouts, scheduling emergencies and on-call weekend Prior experience in a coordination or scheduling role is beneficial The Community Autism Services Mission Together, we are transforming the lives of children and families, improving the quality of therapeutic and behavioral services, and joining with like-minded therapists, clinicians and educators in order to have a greater impact in our communities. Our passionate leadership team and expansive clinical support network ensure the delivery of the highest quality therapeutic and behavioral health services nationwide.
SSG SCHOOL-BASED MENTAL HEALTH PROGRAM Job Title: ON-SITE School-Based Program Mental Health Client Services CoordinatorLocation: 4880 Market Street, Ventura, CA 93003 Office Hours: 8:30 AM-4:30 PM Supervisor: Mental Health Market President, Regional Clinical Director, and State Clinical DirectorTerms of Employment: Employee understands that he/she is employed by Employer to provide services to assigned client site at the beginning of the school year (specific date to be determined) and continue through the end of the school year, unless terminated earlier. Employee will be supervised by Employer and should coordinate work, time off request, changes in schedule and any other issues with the supervisor. Essential Duties:Assist the Mental Health Executive Director with The application process of Medi-Cal and state MCOs Gather information that needed for the application processes Assisting with resubmission if they are needed Gather information regarding CA school districts Address, phone number Population Poverty Rate Points of Contacts that oversee Behavioral Health Contracts For contracted districts Number of schools POC for each school (Administrators and Counselors) School Calendars Superintendent contact information Serve as the administrative assistant of the Mental Health state leadership teamAdministrative duties as assigned Collect data for contracted school districts Referrals Student Medicaid numbers are correct Check required Medicaid eligibility check for audit purposes Students in treatment Issues with third party MCOs Log issues with reimbursement and assist with information flow from Mental Health Market President to LMHPs to eliminate further issues. Assist school districts in getting their implementation plan created and submitted to DHCS Serve as the point of contact for all billing denials Check EMR/EHR reports monthly for billing denials Resubmit claims that were denied Serve as the point of contact for documentation needed to be collected for audits, from LMHPsParent consent Assessments Plans of care Compliance of timelines are adhered to Work closely with Medi-Cal to verify compliance to resolve questions Attend compliance regulation meetings with the Mental Health Client Services Director to ensure updates to compliance regulations, billing procedures, and program organization is adhered to Train other administrative assistants on procedures outlined in this job description Job Specifications:Performance review of this position will be evaluated on an annual time frame in accordance with SSG's employee guidelines. Minimum Qualifications Knowledge, Skills, and Abilities RequiredBachelor's degree in Education, Psychology, Business Administration, Social Work, or Human Resources.Minimum of 3 additional years in a coordinator, bookkeeper, or records administrator role within a Behavioral Health setting. Must have history of working with Medicaid and Private insurance billing Must be able to maintain records and prepare for auditsSuch alternatives to the above SSG may find appropriate and acceptable.Physical Requirements:The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. While performing the duties of this position, the employee is regularly required to stand and reach with hands and arms; walk; sit; stoop or kneel; crouch or crawl.Additional physical requirements include the following:Physically capable of frequently lifting or moving 40 pounds.Specific vision requirements include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to focusAbility to sit and stand for extended periods of time.Manual dexterity for the purpose of using a telephone and data entry.Read a computer screen and printed material with or without vision aids.Hear and understand speech at normal levels and on the telephone.Speak in audible tones so that others may understand clearly in person and on the telephoneWork EnvironmentThe work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.