Scheduler OKC

POSITION SPECIFIC DUTIES & RESPONSIBILITIES:    

• Coordinate all scheduling functions for CFSC, including new appointments, rescheduling, walk-ins, COPES referrals, hospital discharges, DHS referrals, probation referrals, and other appointment changes.
• Manage and maintain clinician schedules, ensuring all approved schedule changes are completed within one business day and communicated promptly to clinicians, front desk staff, phone operators, and supervisors.
• Monitor and manage reserved appointment times to ensure adequate availability for new clients, follow-up appointments, emergent needs, hospital discharges, and COPES transfers.
• Maintain scheduling accuracy and complete daily scheduling maintenance activities in a timely manner.
• Coordinate appointments with clients and clinicians both by phone and in person while providing timely updates regarding scheduling changes.
• Enter and maintain agency holidays, meetings, and organizational events in scheduling systems and perform periodic audits to ensure accuracy.
• Administer automated client appointment communications and reminders through designated phone or electronic systems, as applicable.
• Collaborate with the Call Center, CFSC, SOC, and COPES programs to process intake inquiries and ensure accurate referral and caller information.
• Serve as a primary point of contact for clients, visitors, and staff by providing professional, courteous, and responsive customer service.
• Demonstrate knowledge of agency programs, services, and community resources to effectively assist clients and staff.
• Handle client concerns, complaints, and difficult situations professionally while maintaining a high standard of customer service.
• Utilize the Electronic Health Record (EHR) system to schedule appointments, maintain client demographic information, process charges and payments, and enter case-related information in accordance with agency protocols.
• Prepare, review, and audit EHR reports to ensure all services, documentation, and billing-related information are entered accurately and timely.
• Protect client confidentiality and maintain compliance with all applicable privacy, security, and agency policies.
• Provide timely notification to supervisors regarding client account issues, payment concerns, scheduling problems, service-entry delays, or compliance concerns.
• Coordinate hospital discharge documentation and routing to Medical Records as required.
• Maintain and update telephone directories and related databases to ensure accurate contact information.
• Report safety concerns, customer service issues, policy noncompliance, system problems, and operational concerns to appropriate leadership.
• Identify opportunities for process improvement and communicate recommendations to leadership.
• Participate in EHR training and support effective system utilization to promote efficient operations and positive customer service outcomes.

QUALIFICATIONS

 Education:

• Must be a high school graduate or have HS equivalent

EXPERIENCE:

 Preference given to individuals with 1 or more year of administrative experience, particularly in healthcare environment. 

• Must be able to demonstrate basic proficiency with Microsoft office software.

PERFORMANCE COMPETENCIES: 

• Communication
• Decision Making
• Engagement
• Initiative and Accountability
• Interpersonal
• Learning
• Organizational Alignment
• Quality of Work

KNOWLEDGE/SKILLS/ABILITIES:

• The ability to adjust to changing priorities, unexpected situations, and new challenges while remaining productive and effective.
• The ability to establish and maintain professional relationships with clients, families, caregivers, colleagues, and community partners.
•  The ability to work independently with limited supervision and produce results in a timely, accurate and meaningful manner.
• The ability to work effectively with others is important for successful multidisciplinary teamwork. This includes the ability to work cooperatively, to contribute positively to group dynamics, and to share knowledge and resources.
• The ability to efficiently and effectively manage multiple tasks, projects, and responsibilities concurrently.  This includes juggling multiple demands simultaneously and being skilled at adapting to changing priorities in a fast-paced work environment.
• The ability to consistently review and verify information for accuracy, detect errors, and take steps to correct them.  This quality is essential for producing high-quality work and ensuring tasks are executed with precision and completeness.
• The ability to use tools, systems, and processes to streamline workflows, keep track of essential information, and consistently meet deadlines.  This skill is is essential for optimizing productivity and contributing to the overall efficiency of the team.

CERTIFICATIONS/LICENSES:

• Must possess a valid Driver License and satisfactory driving record and use personal automobile to travel to locations other than primary office. Proof of automobile insurance required.

OTHER INFORMATION

SAFETY SENSITIVE JOB CLASSIFICATION:

This job is classified as a “safety-sensitive” position as defined by the Oklahoma Medical Marijuana and Patient Protection Act.  Due to the “safety-sensitive” classification, an employee in this position would be subject to drug and alcohol testing, including random testing.  Marijuana is one of the substances included in the drug panel screening.  Possession of a medical marijuana license will not excuse you from the testing process or the consequences of testing positive for marijuana per the Family & Children’s Services Drug Free Workplace Policy, including possible revocation of a job offer or dismissal from employment.