General Information:
Compensation We Offer
- The initial compensation for this position ranges from $23.24 - $ 28.81 per hour, depending on experience, location and internal equity considerations
Possible Additional Compensation (may vary based on position eligibility)
- 8% License Differential for LMFT, LCSW, LPCC, PsyD. and select Peer Certifications
- Possible Bilingual Differentials: Up to 7.5% for qualifying direct-service roles; up to $80.00/month flat fee for qualifying non-direct service roles.
Benefits We Offer
- Benefits Eligibility starts on day ONE
- 401K Employer Match up to 4%
- Competitive Time Off Plans
Must meet eligibility requirements based on employment status
Overview:
Works within the vision, mission, and philosophy of the agency. Processes internal and external referrals under the supervision of the ABA Client Services Manager. The Scheduling/Intake Coordinator exhibits critical thinking, sound judgment, and solution-focused problem-solving skills. Collaborates with the ABA program team, clients, and their families to assess changes in client schedule and treatment needs in order to ensure the most efficient use of team resources and appointments in serving those clients. Conducts and coordinates intakes, engages with customers, and manages response to agency referrals. Enters and maintains electronic health record (EHR) information. Supports program operations, management, Agency compliance, and quality assurance.
Responsibilities:
Customer Engagement and Referrals
- Utilizes whole person care perspective (e.g., empathetic, compassionate active listening) to gather required information in an external and productive manner.
- Respond to and complete service requests (e.g., calls, emails, faxes, etc.) and enter required information in EHR per business protocol.
- Provides information to customers, caregivers, guardians and referral sources regarding the admissions process and available services.
- Contacts customers and/or management or designee to screen for eligibility and/or appropriateness of referral for service.
Intake and Discharge
- Facilitates the timely intake and discharge processes including collection and completion of intake and discharge forms per our business protocol.
- Treats all customers with dignity and respect.
- Maintains accurate and timely records for files and adheres to all standards associated with confidentiality.
- Assist with entry and maintenance of EHR.
- Conducts chart audits in compliance with Agency and program standards.
Scheduling
- Utilizes tools to maximize scheduling efficiencies and meet required timelines.
- Schedules all initial and ongoing appointments for all customers.
- Coordinates with management on planned schedules and any changes.
- Communicates planned schedules and changes to customers (e.g., families, schools) and staff, treating them with dignity and respect.
- Works with customers and program staff to resolve needed schedule changes.
- Proposes scheduling solutions to maximize productivity.
- Enters schedule into the EHR and scheduling system in a timely manner with clear documentation and updates.
- Collaborates with management and program staff to track and manage capacity.
- Coordinates with management to plan onboarding training and shadowing schedules for new hires.
- Runs reports and performs daily checks to ensure accuracy and thoroughness of schedules for program staff.
- Runs service detail report weekly to check for items needing attention; sends notices to staff/managers regarding these items.
- Runs violation report, productivity report, and scheduling report; checks for errors or issues needing to be addressed; communicates these issues in a timely manner.
Payor/Utilization Management
- Verifies/clarifies payor eligibility (e.g., insurance, school, regional center, etc.), copays, deductibles and enters into EHR.
- Collect relevant fees/payments related to services.
- Client Services Department Support
- Other duties as needed by program.
Qualifications:
- To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. All employees are responsible for keeping job requirements up to date. This can include but are not limited to certifications, licensure, and maintaining a clear criminal record.
- High School Diploma or equivalent required.
- Minimum of one (1) year experience working in a highly demanding and fast paced environment with multi-tasking logistics.
- Intermediate skill level with Word and Excel.
- Preferred Qualifications
- Two (2) years of experience working in a highly energy and fast paced environment with multi-tasking logistics in a medical or behavioral health environment.
- Experience using electronic health records or practice management systems.
- Experience scheduling staff.
- Bilingual in Spanish.