Scheduler

Description

Mission: We believe in creating the best life for everyone! 

Company Values: Transparency, Positive Work Environment, Opportunity, Supportive Administration, and Faith

Purpose: To create the best life for everyone through creating and maintaining a master schedule so that all clients that qualify for therapy are scheduled to maximize their plan of care 

Valuable Final Product: An educated client who maintains excellent communication with the practice.

Subproduct: Create highly satisfied clients who complete their established plan of care and refer their family and friends to Believe Therapies by: 

• Communicating with clients/families on company policies related to attendance and insurance benefits
• Maintaining a consistent master schedule for each client and therapist
• Identifying when a therapy discipline is 40% full and report this to the division 2 manager
• Addressing schedule changes and educating the client/family about their schedule to increase the percentage of arrivals and meet their plan of care
• Checking the schedule with new authorizations obtained to make sure each client is scheduled correctly, and authorization is maximized
• In the “Danger” condition, re-block book scheduled appointments as adjustments are made for coverage
• Answering phone calls and help with front desk overflow as needed
• Working the case audit report for missing active clients to block book to the authorization
• Addressing workflows on an ongoing/daily basis
• Creating the battle plan for rescheduling holidays and clinic closures
• Providing excellent customer service to all clients, including but not limited to professional and courteous greetings and verbal exchanges (phone and in person) 
• Assisting clients with all needs or transitioning clients to the appropriate staff member and portraying the company positively with appropriate self-presentation and tidy workspace and waiting room/area.  
• Maintaining the well-being and safety of the clients while they are in the waiting room. 
• Keeping a record of all functions daily in a way that there is an electronic/paper trail for all production (e.g., workflows, tasks, sign-in sheets, EOD, communication logs, email, etc.) 
• Keeping track of all personal statistics and productivity and submitting them timely. 
• Receiving positive parent questionnaires upon a yearly assessment 
• Maintaining client confidentiality and following all HIPAA (Health Insurance Portability & Accountability Act) and company policies and procedures  
• Training new team members on job post functions 
• Maintaining safety of clients and staff by following all cleaning policies and procedures  
• Performing other duties as requested 

Requirements

Skills, Duties, and Responsibilities: Must have a high school diploma or equivalent.  Also, must have:  

• A positive outlook on life 
• Confidence and be outgoing 
• Attention to detail 
• The ability to start and foster relationships 
• Be driven to meet goals and targets 
• Excellent attendance record 
• Excellent punctuality 
• Flexibility to adapt quickly to change 
• Good organization skills 
• Ability to enjoy working with our clients and their families 
• Responsibility and professionalism 
• Effective communication skills 
• The ability and enjoy working in a fast-paced environment with others 
• Desire to learn and advance personal and professional skills 
• Tenacity to reach goals 
• The ability to positively pushes the potential of both self and others 
• Participation in weekly reviews including but not limited to company surveys, annual self-reviews, and peer reviews 
• The ability to submit correct payroll, PTO (Paid Time Off), or benefit information and track personally and report discrepancies immediately 
• Direct communication with the senior when support is needed 
• The ability to follow policies and procedures outlined by Believe Therapies 
• The ability to participate in any task in line with Believe Therapies’ mission 

The following is preferred but not required: 

• Previous experience in a receptionist role  
• Experience with scheduling for multiple providers, medical insurance, and authorization 
• Basic understanding of computers and Microsoft Office applications. 

Schedule: This position is full-time per the individual’s employment contract. Attendance is very crucial in this position so all time-off and lateness must be worked out beforehand when possible.