Scheduling Coordinator

General Purpose:

The scheduling coordinator will communicate directly with patients, assist them with all scheduling matters and act as a liasion between therapists, patients, and physicians. They will inform and educate families on the scheduling process and with provide them with updates on any changes. They will communicate effectively and efficiently with management and staff to keep a positive and efficient work environment.

Essential Functions:

• Exhibit and conduct yourself with exceptional interpersonal skills to create a positive and professional work environment.
• Review all not scheduled patients mid week to meet the 85% productivity standard.
• Schedule all "CLEAN" appointments by verifying insurance, RX, authorization, and collections.
• Review weekly worklist daily, contact and correspond with patients not scheduled. Ensure all information is accurate and up to date.
• Meet the weekly clinic goals by using the key performance indicatior and daily checklist.
• Monitor and manage the daily and weekly schedules for each therapist. Communicate all schedule changes and pertinent information in a timely manner.
• Monitor the therapy board and all outstanding documents to manage the therapist schedule.
• Collect any payments needed from patients at check in and work closely with the Billing Department to ensure accuracy and efficiency. Patient can not be seen until payments are render.
• Complete all carecloud and teams "TASKS" assigned by the expected due date.
• Ensure the day to day flow is efficient by preparing for each day in advance and looking a week ahead.
• Pull all charts for re-evaluations and create charts for initial evaluations daily.
• Audit all intake forms for signatures and accuracy, then upload to patient chart day of evaluation.
• Send all plan of care documents weekly to referring physicians and upload signed POC to the chart upon receipt.
• Participate in a weekly meeting with the Clinical Director to review previous/future weeks. Communicate and follow through with any actions assigned.
• Stock and print any resources needed including testing protocols, intakes, referral forms, and school excuses weekly.
• Ensure all correspondence such as emails/messages to patients, therapists, and admin is completed within 24 hours.
• Send any Early Intervention (EI) referrals to the EI Director and follow up with patient on completion.
• File all charts and documents daily to maintain a clean work environment.
• Future projects and responsibilities may be added to your role with growth and development

Minimum Requirements:

• Education: Associates or Bachelors Degree
• Training and experience: Unless otherwise indicated, one year of experience within the last three years in a comparable job is
• Understands and must be compliant with HIPAA regulations; maintains strict confidentiality of patient information
• Complies with Infection Control, Standard Precautions and OSHA standards for the healthcare professional
• Ability to work effectively within the role independently.
• Ability to organize and complete work in a timely manner
• Ability to read, write and effectively communicate in english
• Ability to understand medical/surgical terminology
• Maintains a clean, organized working environment.
• Good communication skills and strong background in customer service.
• Maintains current Cardiopulmonary Resuscitation (CPR) for HealthCare Workers or Basic Cardiac Life Support (BCLS) certification for HealthCare workers

Must have the use of sensory skills in order to effectively communicate and interact with others through the use of the telephone and personal contact as normally defined by the ability to see, read, talk, hear, handle or feel objects and controls. Standing, walking, sitting, stooping, kneeling, bending, and crouching are regularly required of the position. The employee is required to have visual and hearing acuity sufficient enough to assess patient safety and ability. Capable of exerting 20-50 pounds of force occasionally (less than 1/3 of the time) and/or 10-20 pounds of force frequently (1/2 of the time) and/or up to 10 pounds of force constantly (2/3 or more of the time) to move objects, equipment and/or perform medium to maximum transfer assists with patients.

The above statements reflect the general details necessary to describe the principal functions of the job as identified and shall not be considered as a detailed description of all work requirements that may be inherent in the position.