Scheduling Support Specialist

 COOK INLET TRIBAL COUNCIL, INC. 

JOB DESCRIPTION 

Job Title:              Scheduling Support Specialist I/II 

Department:         Recovery and Reentry  

Reports To:          Administrative Supervisor 

Supervises:          None  

FLSA Status:       Non-Exempt  

Pay Grade:           N3 (I), N4 (II)  

Job Type:             Full-Time, Regular   

AKBCU:             Yes           ICPA: No  

General Functions: 

The Scheduling Support Specialist is responsible for providing the highest level of quality participant care through the coordination and scheduling of services. The Scheduling Support Specialist is also responsible for program data collection and maintaining input for ASAP, OCS and Drug Court requirements by retrieving information from collected documents and Recovery and Reentry’s electronic healthcare records system (EHR system). This position will collaborate with partnering agencies, internal Recovery and Reentry Programs, Legal and Billing departments on an administrative level.  

Duties and Responsibilities: 

Scheduling Support Specialist I:  

• Prepare letters; edit documents, and other correspondence for mailings as requested.
• Patient identification, registration, and scheduling of appointments along with obtaining required signatures and documents from patients.
• Completion of new participant profiles, calling to schedule an appointment, including updating of guarantor information and verification of insurance eligibility in a timely, professional and courteous manner.

• Answer incoming calls, completes follow-up and referral requests for scheduling of initial appointments.
• Communicate appointment details to participants, including date, time, location and any preparation required. Answer participant inquiries regarding scheduling, services, and procedures. Confirm upcoming appointments with participants.
• Complete patient checkout, schedule follow-up appointments per Outpatient Program’s request. 
• Proficiently and accurately enters data into the permanent EHR system while talking with patients.
• Maintain confidentiality while displaying a professional disposition.
• Generate and distribute daily or weekly appointment reports.
• Manage and update daily appointment calendars for multiple healthcare providers, and coordinate appointment rescheduling or cancellations as needed.
• Collaborate with healthcare providers to ensure availability as well as assist with resolving scheduling conflicts or delays.
• Work as part of a care team of support staff and clinical staff to provide optimal customer service and clinical outcomes.
• Act as the Legal Liaison between CITC’s Legal department and Recovery and Reentry regarding obtaining and releasing participant information to external and internal agencies in accordance with 42CFR, Part 2, and HIPAA, in collaboration with CITC’s Legal Department.
• Support front desk duties at all Recovery and Reentry locations in time of need.
• Other duties as needed and/or assigned.

Scheduling Support Specialist II: 

• Perform all duties and responsibilities of a Scheduling Support Specialist I with an advanced proficiency level.

Job Responsibilities Related to Participant Privacy 

• Employee is expected to actively participate in CITC privacy training and to protect the privacy of participant information in accordance with CITC's privacy policies, procedures, and practices, as required by federal and state law.  Failure to comply with CITC's policies and procedures on participant privacy may result in disciplinary action up to and including termination of employment.
• Employee may access protected health information and other participant information only to the extent necessary to complete job duties. Employee may only share such information on a need to know basis with others who have job responsibilities related to treatment, payment, or other CITC operations.
• Employee is encouraged and expected to report, without the threat of retaliation, any concerns regarding CITC's policies and procedures on participant privacy and any observed practices in violation of the policy to the designated Privacy Officer. 

Job Specifications:  

• Excellent public contact and telephone etiquette.
• Excellent verbal and written communication skills; knowledge of proper grammar, good vocabulary, spelling, and proofreading skills. 
• Demonstrated ability to work well in a multi-task environment.
• Ability to prioritize workload and adapt to changing priorities.
• Excellent organizational skills.
• Proficient use of PCs and standard office equipment.
• Familiar with Word, Outlook and other Microsoft Office business software.
• Ability to work independently and with minimal supervision while maintaining attention to detail. 
• Ability to make sound decisions and exercise good judgment. 
• Maintain a high degree of sensitivity regarding confidential information. 

Minimum Core Competencies: CITC Values, Respectful Leadership, Professionalism, Emotional Intelligence, Problem Solving/Critical Thinking, Communication Skills  

Minimum Qualifications: 

Scheduling Support Specialist I: 

• High school diploma or GED.
• Two (2) years of experience in a healthcare setting in clerical, front desk, administrative, or similar roles.
• One (1) year Release of Information (ROI) experience and working knowledge of HIPAA.

• Continued employment is contingent upon completion of a satisfactory state and federal fingerprint criminal background check. 

Scheduling Support Specialist II: 

• High school diploma or GED.
• Three (3) years of experience in a healthcare setting in clerical, front desk, administrative, or similar roles.
• Two (2) years Release of Information (ROI) experience and working knowledge of HIPAA and 42 CFR Part 2.
• Continued employment is contingent upon completion of a satisfactory state and federal fingerprint criminal background check. 

Preferred Qualifications: 

• Valid Alaska driver’s license and insurable under CITC’s automotive insurance, which requires a driver to be at least 21 years of age and have had a driver’s license for at least three years.
• Four (4) years of experience in a healthcare setting in clerical, front desk, administrative, or similar roles.
• Two (2) years of Release of Information (ROI) experience in addition to working knowledge of CFR Part 2 regulations, and HIPAA.
• Experience in a behavioral health setting and/or substance and alcohol abuse.