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Client Scheduling Coordinator

USA
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Job Description

Client Scheduling Coordinator


Mission 
Our mission is to deliver meticulous and highly effective scheduling solutions. Dedicated to optimizing scheduling processes, promoting efficiency, and fostering collaboration to ensure exceptional therapeutic and behavioral health services at The Stepping Stones Group. 
 

Position Summary 
Under the general supervision of the Operations Department, the Scheduling Coordinator is responsible for overseeing the scheduling of sessions for the implementation of ABA services with clients and team members. 
 
Outcome Measures 
  • Schedule a sufficient number of hours each month to attain the office's performance objectives. 
  • Schedule 90% or more of team members' monthly available hours that are within SSG's typical operating hours to ensure efficient use of team members. 
  • Maintain accurate and up-to-date records of client and provider availability and disposition and waitlist management labels in Scheduling Platform.
     
Responsibilities 
  • Case scheduling and related staff/client communication 
  • Utilize Scheduling Platform to schedule sessions for the delivery of A&C ABA services to clients 
  • Scheduling platform daily changes/updates 
  • Create/update schedules and update Scheduling Platform 
  • Effectively communicate information about scheduling and related topics between Regional Clinical Manager, caregivers, client families, and/or other relevant parties 
  • Coordinate a team approach with CMs and direct staff 
  • Prepare proposed schedules based on priority and provide to clinical teams for approval 
  • Ensure the appropriate certifications/credentials/requirements of staff as related to implementing ABA services with clients 
  • Time off and staff cancellation tracking 
  • Ensure that all scheduled sessions adhere to SSG policies and requirements of funding sources and third-party stakeholders regarding appropriate staff credentials/certifications/qualifications 
  • Accurately identify and correct problems related to scheduling of services 
  • Assist with the production and delivery of on-going reports related to scheduling and fulfillment of scheduled services 
  • Additional reporting as assigned by the operations team 
  • Respond to operational requirements in a timely manner
     
Job Qualifications 
  • High school diploma, general education degree, or equivalent 
  • Fluency in Scheduling Platform 
  • Fluency in Microsoft Teams * Working knowledge of Microsoft Office applications (e.g., Word, Excel, Outlook) 
  • Ability to accept constructive feedback and develop knowledge and skill sets accordingly 
  • Effective time management skills and the ability to manage multiple tasks at one time 
  • Excellent written and verbal communication skills 
  • Ability to develop and maintain professional relationships with clients, co-workers, supervisors, and community members 
  • Strong interpersonal skills 
  • Commitment to maintain client confidentiality and adhere to HIPPA laws 
  • Excellent problem-solving skills and conflict resolution skills 
  • Flexibility 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


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