Scheduling Specialist

Role Summary

The Scheduling Specialist is essential in ensuring participants receive care in a timely manner. This role involves coordinating participant care scheduling and maintaining accurate team member availability for appointments. Responsibilities include managing scheduling requests, handling cancellations and rescheduling, responding to participant needs, conducting reminder calls, and performing other administrative tasks. The Scheduling Specialist provides outstanding customer service to all stakeholders and is responsible for accurate documentation of scheduled appointments. This role is fully on-site and requires working in a dynamic environment while collaborating effectively with colleagues and stakeholders.

Duties and Responsibilities

• Coordinate participant appointment scheduling, troubleshoot conflicts, and communicate with stakeholders to meet appointment turn-around times.
• Manage cancellation and rescheduling requests, ensuring changes are communicated promptly.
• Respond to incoming phone calls, emails, and contacts, adhering to process and documentation standards.
• Provide outstanding customer service and promote core values.
• Maintain and update team member schedule availability, ensuring accurate information.
• Document all updates and communication in source systems according to protocols.
• Conduct appointment confirmations and reminders, updating appointments as needed.
• Review and improve scheduling processes for efficiency, recommending enhancements as needed.
• Provide guidance and support to staff on scheduling processes and procedures.
• Troubleshoot and resolve basic issues, escalating to management when necessary.
• Work a varied schedule, including evenings and weekends as needed.
• Complete all required documentation accurately and timely.
• Protect privacy and maintain confidentiality of company procedures and information.
• Follow policies and procedures and participate in Quality Improvement activities, staff training, and meetings.
• Communicate regularly with the supervisor and team regarding workload and priorities.
• Complete all mandated training and occupational health screenings timely.
• Exercise flexibility in assignments as business needs evolve.
• Perform other duties as assigned.

Required Skills & Experience

• Excellent and accurate data entry skills with experience in multiple software platforms, including one year with an Electronic Medical Record (EMR).
• Minimum of one year of experience working in healthcare.
• Outstanding customer service orientation, especially in telephone and written communications.
• Strong problem-solving skills and persistence in facing challenges.
• Excellent organizational and communication skills.
• Ability to work independently with minimal supervision.
• Demonstrated ability to prioritize in a fast-paced environment.
• Experience and competency working with people from diverse backgrounds and cultures.
• Commitment to unlocking the full potential of vulnerable seniors.

Preferred Skills & Experience

• Experience in a PACE setting is a plus.

Schedule Notes

Monday to Friday, 8:00 AM to 4:30 PM, for 6 months. Must be able to speak Spanish. Candidates must have reliable transportation.