Scheduling Specialist

Position Overview

The Scheduling Specialist acts as the primary point of contact for clients and families at the clinic, supporting the clinical team by managing multiple operational roles efficiently. This role centers around accurate and timely scheduling adjustments for staff and clients, coordinating client service initiation, and providing general facility support.

Key Duties

• Manage permanent schedules and accommodate scheduling variances, including family guidance and coordination of BCBA/Senior and training meetings.
• Precisely document client and staff cancellations, reschedules, and other absences to ensure clients receive their designated treatment hours.
• Promptly execute scheduling communications and related tasks at the clinic.
• Apply best scheduling practices to ensure timely and effective service delivery.
• Aim to meet or exceed treatment delivery targets (KPIs) concerning provider and client utilization, including managing makeup sessions.
• Organize appropriate administrative time usage.
• Plan and schedule training sessions such as SafetyCare, Relias, and compliance courses.
• Coordinate onboarding of new clients in collaboration with Intake, covering from initial meet and greet to first day of ABA therapy.
• Assist scheduling operations at other local centers when required.
• Welcome all clients and families upon arrival and provide front-desk support.
• Manage incoming calls promptly, responding or redirecting inquiries as necessary.
• Ensure effective communication flow between the clinic and Caravel corporate support teams.
• Conduct new employee day-one welcomes and center orientations as needed.
• Support smooth daily operations including cleanliness, team engagement, logistics, supply oversight, and clinic organization.

Physical and Travel Requirements

This primarily sedentary role involves prolonged sitting with repetitive keyboarding tasks. The employee must have the ability to sit, speak clearly, listen attentively, and write. Occasionally, physical activities such as bending, squatting, stooping, and lifting items up to 35 pounds are necessary. Vision requirements include near, far, and peripheral vision capabilities. Regular punctual attendance is mandatory. Minimal travel is expected.

Qualifications

• Minimum education: High school diploma or GED equivalent.
• Preferred experience: At least one year working in a medical or therapeutic environment with clients and/or families; administrative or customer service experience preferred.

Skills and Competencies

• Excellent organizational abilities with the aptitude to handle multiple tasks and meet deadlines.
• High attention to detail in scheduling and record keeping.
• Familiarity with multi-line phone systems and office equipment like copiers, postage, and fax machines.
• Professional demeanor and representation of the organization.
• Strong verbal and written communication skills paired with a pleasant, helpful attitude.
• Self-motivated with the ability to independently manage workload and demonstrate initiative.
• Knowledge of and compliance with HIPAA privacy and security regulations.
• Commitment to maintaining confidentiality and adhering to ethical policies.