Scheduling Coordinator

DO YOU HAVE A PASSION FOR HELPING KIDS?
MAKE A DIFFERENCE WITH A JOB AT EHS!

Now Hiring a Scheduling Coordinator!

Position Benefits

• Type: Full Time
• Location: 2100 Kinloch Street, Dearborn Heights MI 48127, 6425 Schaefer Road, Dearborn, MI 48126 & 8904 Woodward Avenue, Detroit, MI 48202

General Function

The Scheduling Coordinator is responsible for overseeing and managing all operational aspects within Emagine Health Services, including developing and managing schedules for Behavior Technicians/RBTs, coordinating, and overseeing assessments for clients, managing client schedules and parent communication, coordinating staffing activities, and serving as a liaison with facility management to help maintain a clean and safe working environment.

Education/Experience/Training/Certifications

• At minimum, a high school diploma or GED (18 years of age).
• A bachelor’s degree in a relevant field is preferred, not required.
• 1-2 Years of experience in the ABA field, or related field.
• 1-3 years of experience in operations management or sales, prior management of a team preferred.

Job Duties & Responsibilities

• Develops and manages schedules for Behavior Technicians, ensuring optimal coverage and adherence to company policies and guidelines.
• Stays in constant communication with all staff, parents and supervisors via email, phone and text.
• Updates ABA Attendance tracker daily to track cancelations, substitutions, illness, etc.
• Ensures clients have consistent and reliable staff on their case.
• Coordinates and oversees the scheduling of assessments for all clients, including the option to assist with re-assessments when necessary.
• Aligns families, Behavior Technicians, and Supervising Clinicians to start new cases and confirm authorization, ensuring a smooth case start.
• Tracks all dates while taking data on initial assessment dates, report dates and official start of client cases.

• Notifies and coordinates with staff and families for cancellations, schedule alterations, and substitute availability across all locations (Home and Center sessions).
• Coordinates staffing activities, including permanent staff allocation, substitution arrangements, and assigning multiple Behavior Technicians to clients as needed.
• Assists clients seeking center tours.
• Confirms schedules weekly with Behavior Technicians and families; Ensures schedules are completed at minimum one week in advance.
• Ensures client hours utilization is at max while not falling under, following DWIHN and EHS guidelines.
• Inputs client schedules in Total Therapy system and internal EHS systems
• Manages all other related scheduling job duties, including monitoring scheduling email, keeping in touch with Supports Coordinators/Case Managers, family contact, multi-disciplinary contact, etc.
• Monitors Behavior Technician attendance and professionalism, in consultation with the Clinical Management Team, and implement measures to maintain high performance standards.
• Ensures smooth coordination of care for clients, including effective communication and collaboration with healthcare providers.
• Assists with onboarding new staff, including scheduling clinical training, creating shadow schedules and Total Therapy accounts, assisting techs with TT setup, and navigating through the system.
• Addresses and resolves issues related to paper document management, implementing efficient solutions to enhance accuracy and productivity.
• Communicates with Total Therapy customer support as needed.
• Manages all new ABA and OT referrals
• Creates appropriately job aids/templates as needed
• Assisting with opening and closing procedures Monday-Friday, some Saturdays will be required.
• Attends all DWIHN related meetings.
• Assists quality assurance with MHWIN auths, referrals, reports, etc.
• Facilitates effective communication and handoff processes between your team and clinical team for seamless transition and service initiation.
• Reviews and coordinate conversations regarding insurance changes for clients, changes in case status, and ensures timely confirmation of authorizations.
• Develops strategies and initiatives to improve client and Behavior Technician retention rates while working with the HR team.
• Ensures ongoing engagement with clients, including before the start of services and/or while they are on hold, addressing their needs and concerns, and maintaining a high level of customer satisfaction.
• Ensures compliance with the dormant policy, manages offboarding processes for team members, and oversees the collection of tablets from departing team members.
• Oversees payroll and billing processes, ensuring accuracy, timeliness, and compliance with relevant regulations.
• Provides administrative triage and one-call resolution for authorization and coordination of benefits, issues, resolving them promptly and accurately.
• Performs other duties and responsibilities as assigned.

Abilities & Skills

• Ability to learn technologies used (Outlook, Total Therapy, 8x8) and use computers and computer/software programs.
• Ability to follow written instructions, communicate expressively and receptively, and work under limited supervision.
• Ability to work in fast paced environment.
• Strong leadership skills with the ability to motivate and manage a diverse team.
• Excellent organizational and multitasking abilities.

About Emagine Health Services

Emagine Health Services is a private, female-owned agency providing a range of services to children and adults. Passionate and quality care is our trademark, and we are excited to have you on the team!

Working with vulnerable populations is critically important. We must ensure we are offering the highest quality of care tailored to those that need it. Our clinics, as we tell our client- families, are nurturing child-centered environments where our kids feel safe to take risks, learn and grow. Our clinics are a safe space for our adults to feel heard and heal. Our vision is to provide culturally competent, holistic, and wellness-focused services that promote children’s social-emotional development, prevent development of mental health challenges, and address social-emotional problems that currently exist.

For more opportunities to join our team, please visit the Emagine Health Services careers page (https://emaginehealthservices.org/careers/).

Job Type: Full-time

Pay: $38,000.00 - $50,000.00 per year

Benefits:

• Commuter assistance
• Dental insurance
• Free parking
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Healthcare setting:

• Clinic

Medical specialties:

• Pediatrics

Schedule:

• 8 hour shift
• Day shift
• Evening shift
• Monday to Friday
• Weekends as needed

Education:

• High school or equivalent (Required)

Experience:

• Applied behavior analysis: 1 year (Required)
• Operations management: 1 year (Required)

Ability to Commute:

• Dearborn, MI 48126 (Required)

Ability to Relocate:

• Dearborn, MI 48126: Relocate before starting work (Required)

Work Location: Hybrid remote in Dearborn, MI 48126

Salary : $38,000 - $50,000