Scheduler and Office Support

Job Summary:

Friendly and professional face of Mesa clinical office. Coordinates client service schedules and manages front office. Coordinates staff schedules and provides solutions as needs arise. Answers phones, faxes, and serves as communication liaison between clients, BISTÅ service providers, and between clients and supports Office Manager in completing various tasks related to intaking new clients and billing/insurance.

Essential Duties and Responsibilities:

• Greets staff and clients with a professional and friendly demeanor; answers general parent questions at drop-off/pick-up.
• Opens and closes office as needed on a daily basis.
• Handles inbound and outbound telephone calls to schedule clients for intake appointments, therapy services, and field basic questions regarding current services.
• Ensures each client’s and staff’s schedule is maximized on a regular basis with special care shown during school breaks.
• Coordinates scheduling on an immediate and daily basis, according to staff and client needs to ensure clients receive complete care.
• Supports payroll submissions as needed.
• Proactively reviews, monitors, and adjusts resources availability on a daily basis to manage in the moment schedule adjustments by updating the calendar and all related parties.
• Provides rapid support and timely response to operations team to meet the changing circumstances in the schedules (Ex. Recommendations to hire new staff members based on client need).
• Handles last-minute scheduling cancellations or revisions with composure and quick solicitation of alternative resource availability to minimize disruptions to coverage.
• Utilizes problem solving skills to identify optional solutions.
• Tracks basic office needs and reports needs to AD/Director.
• Maintains HIPAA and professional boundaries with all clients and parents/caregivers.
• Assists with Billing communication and adjustments as needed.
• Directs incoming correspondence to appropriate contacts (BISTÅ admin, BCBAs, etc.)
• Supports tracking hours utilization for clients

Intake Support

• Evaluates and discusses staffing information for new clients with appropriate BISTÅ personnel.
• Supports coordination with insurance companies regarding verification of benefits and requests assessment authorization.
• Supports services with calls funders to help track down missing authorization information for new and ongoing clients.

Mileage Submission

• Pulls, reviews, and sends mileage to employees for submission on a monthly basis:
• Pulls mileage for all employees traveling to sessions outside of the office 1x a month
• Reviews mileage to ensure accurate and timely input by employees
• Supports employees in completing mileage reimbursement form as needed

Required Knowledge/Skills/Abilities:

• Knowledge of standard office procedures, equipment, and good oral and written communication skills
• Competency in the use of computer technology
• Competence with the following software: Microsoft Word, Excel, and Outlook
• Ability to maintain regular and timely attendance
• Ability to maintain professionalism in all forms of communication
• Able to multi-task and juggle last minute requests to support the team

Language Skills:

Ability to communicate effectively with students, parents, staff, districts, agencies, and members of the community. Ability to read, analyze, write, and complete educational documents used in the setting.

Reasoning Abilities:

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to quickly analyze problems use problem solving skills to attain the optimal solution.

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 job.

During the course of the workday, the employee is frequently sitting at the computer/desk for extended periods, but the position also includes walking and standing while performing the duties of this job. The employee may frequently bend or twist at the neck and back; reach with hands and arms; climb, balance, stoop, kneel, crouch or crawl while performing the duties of this job. The employee is regularly required to use hands and fingers to handle or feel objects, tools, or controls.

Specific vision abilities required by this job include peripheral vision, close vision, distance vision, color vision, depth perception and the ability to adjust focus.

Specific hearing abilities required by this job include the ability to hear the spoken word at a normal volume and at 20 feet with back turned.

The employee must regularly lift and/or move up to 10 pounds, infrequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds.

Work Environment:

The noise level in the work environment is usually quiet to moderate. Clients may exhibit inappropriate physical behavior which may include hitting, biting, kicking, etc.

MINIMUM QUALIFICATIONS

Qualification Requirements:

Candidates for employment will be sent to a designated facility to undergo a drug-use test as part of the pre-employment process. From time to time, ACCEL will require employees to undergo drug-use or an alcohol impairment test on a random basis.

All personnel hired by ACCEL, as a condition of certification, are required to have a valid fingerprint clearance card.

To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

Education and Experience:

· High School Diploma or General Equivalency Diploma (GED).

· One year of experience as a Medical Scheduler in a primary care practice, hospital, or healthcare environment.

Job Type: Full-time

Accel is an equal opportunity employer.

Job Type: Full-time

Pay: $36,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

COVID-19 considerations:
Masks are required.

Education:

• High school or equivalent (Required)

Experience:

• Medical Scheduler: 1 year (Required)

Work Location: One location