What are the responsibilities and job description for the ABA Scheduling Coordinator- Full Time, On-site position at Stars Therapy Services?
Who We Are:
STARS Therapy Services is a growing and expanding organization that is focused on a multi-disciplinary approach providing services for children ages birth to 8 years old. Our programs consist of Early Start Intervention and Applied Behavioral Analysis (ABA) as well as Speech Therapy and Occupational Therapy. Our office locations are in South San Jose, Watsonville, and Hollister. We currently service families in Santa Clara, Monterey, Santa Cruz, and San Benito Counties. Join our team of experienced professionals today!
Job Title: Scheduling Coordinator
Reports to: Director of Scheduling Department
Status: Full-Time, on-site
Compensation: $16 - $20 per hour
Location: Watsonville, CA
Benefits: vision, dental, health insurance, 401K plan, Life insurance, vacation, sick time, holiday pay
Under the supervision of the Scheduling Manager, the Scheduling Coordinator carries out the overall coordination and maintenance of clinical schedules for clients and employees; ensuring adherence and maximization of authorized clinical hours and adherence to California meal and break periods.
ESSENTIAL FUNCTIONS
Coordinates employees? schedules to maintain proper productivity and confirms all employee assignments.
Adds new hire schedules to practice management system the week prior to start date.
Provides alternate sessions (sub session and make-ups) when cancellation and changes occur to utilize employees? time effectively.
Coordinates caseloads with clinicians to determine proper assignment of clients based on skill-level required, availability, etc.
Sends confirmation of initial session to Interventionist with intake form and IFSP goals
Contacts staff regarding new clients or added sessions on their schedules.
Participates in exit employee reassignment and maintains documentation of transfers
Performs weekly audits of employee schedules; revising meal and break periods to meet federal and state laws, updating billing codes, maintaining employees full-time or part-time hours.
Coordinates clients? schedules to maintain authorized hours and confirms ongoing schedule; including:
Identifies and contacts new clients within 3 business days when not assigned to Interventionist
Schedules make-ups sessions when cancellations occur to ensure maximization of client hours
Confirms scheduled appointment with client when employees are scheduled for visits.
Performs audits as needed of client schedules; updating make-up or sub sessions, ensuring notification of changes to schedule.
Updates and maintains electronic calendars using the company practice management system for all clients and staff, including:
Master schedule
Scheduling ongoing clinic meetings and trainings; requires scheduling of all sessions affected
Up-to date availability
Up-to-date profiles including addresses, contact information, etc.
Partners within the scheduling team, program management team and clinicians to evaluate appropriate scheduling decisions.
Provides coverage and assistance to other schedulers with duties, tasks, pending items, etc.
Communicates any concerns to appropriate parties; including direct supervisor, program management team, clinicians, and other departments as needed.
Completes all assigned tasks by deadline provided.
Provides customer service and support via phone lines and emails.
Maintains confidentiality and protect operations by following HIPAA guidelines.
Support other departments within the organization as needed.
KNOWLEDGE/SKILLS/ABILITIES:
Demonstrated ability to work independently and as a team
Ability to accept constructive feedback and develop knowledge and skill sets accordingly.
Knowledge of general office machines and telephone system.
Proficiency in Microsoft Office (Word, Outlook, Access, Excel, PowerPoint)
Ability to develop and maintain professional relationships with clients, co-workers and supervisor.
Effective time management skills and the ability to manage multiple tasks at one time.
Professional Phone Etiquette, excellent customer service skills and excellent written and verbal communication skills.
Commitment to maintain confidentiality and adhere to HIPPA laws.
Work flexible hours to meet program requirements
MINIMUM QUALIFICATIONS:
High School diploma or equivalent
Bilingual in Spanish, preferred
Must be willing to travel between different job sites.
Must be able to assume and maintain a variety of postures (sitting, standing) for extended periods of time.
Must have manual dexterity to perform specific computer functions.
Must have visual acuity to read and comprehend written communication through computer, electronic devices, and paper means.