Easterseals Southern California

  • Scheduler Coordinator

    Job Locations US-CA-Van Nuys
    Job ID
    2018-1789
  • Overview

    Under limited supervision, delivers scheduling services to participants receiving autism services and to interventionists providing services. Provides direct supervision to the intake and scheduling department associates. Serves as a primary point of contact for scheduling matters related to assigned region, and maintains accurate participant and interventionist information in databases for scheduling treatment and billing of autism services.

    Responsibilities

    • Supervises schedulers in assigned region. Maintains balanced caseload and provides support to schedulers with matters relating to parents and clinical associates as needed; Participates in local office meetings as needed,representing the scheduling department; Provides feedback to direct reports and interventionists regarding compliance issues
    • Evaluates and assigns behavioral interventionists to participants as determined by match-criteria based on location, skills and abilities, availability, and other characteristics to meet compliance and policy requirements. Monitors and reports daily attendance of interventionist and participants and reassigns as appropriate. Supports schedulers/clinical team with staffing conflicts and provides solution options as needed.
    • Maintains accurate records, participant scheduling, and correspondence using a computer-based system; updates schedules and ensures confirmation of subsequent scheduling updates by interventionists and participants, daily; follows up as necessary. Monitors daily attendance and participant assignments for rescheduling and coverage needs. Notifies appropriate associates and reassigns participants as appropriate. Maintains accurate schedule data for Payroll.
    • Communicates frequently with associates, participants/families and other contacts, and accurately relays messages as needed. Creates schedules for families and ensures a positive participant interaction. Communicates schedule changes to clinical team and other schedulers in the region. Communicates parental and/or associate concerns immediately to Regional Clinical Director, clinical team, and Director of Scheduling and Intake.
    • Reviews and audits reports to ensure appointments are rendered and linked to appropriate authorization; Ensures appropriate pay codes, accurate coding, and contracts are fulfilled. Ensures associates have locked their schedules on a weekly basis. Maintains and communicates changes to Master Spreadsheet, the Regional Clinical Director, and the Director of Scheduling and Intake. Collect data regarding scheduling.
    • Attends staffing meetings, trainings, in-services, and other meetings as requested. Cross-trains and orients new schedulers. Ensures all direct reports have been adequately trained in safety. Promptly responds to unsafe work conditions.
    • Performs other duties as assigned.

    Qualifications

    • Typically requires an Associate’s degree and 3 - 5 years scheduling and/or supervisory experience, or the equivalent combination of education, experience and training that provides the required knowledge, skills and abilities.
    • Demonstrated ability to work independently, produce high-quality results while handling competing priorities including a high volume of phone calls, perform data entry, schedule appointments for multiple team members, and dispatch phone calls. Ability to maintain positive customer service interaction, and a high degree of professionalism
    • Knowledge of wage and hour rules and regulations, with the ability to apply policies and regulations
    • Demonstrated ability to apply good judgement and decision-making skills, interpret and implement policies, procedures, and state and federal regulations Ability to exercise discretion and maintain a high level of confidentiality
    • Ability to communicate effectively through oral and written skills, and work cooperatively with a variety of individuals and groups
    • Proficient in Microsoft Office (Outlook, Word, Excel) and related computer software, and ability to learn new software programs as needed

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