Job description

Scheduling Coordinator- full-time (weekend in rotation) (ON CALL)

This position services administrative duties for 25 hours per week
This position services direct care 15 hours per week (this may flex upon company needs)POSITION SUMMARY
Scheduling Coordinator will attend weekly meetings with Clinical Director, Human

Resource, Staffing coordinator, and clinical teams to ensure that all pending and current cases are being filled and maximizing contractual hours. This is a vital position of understanding how to match staffing to clients’ needs and locations; work orders may be utilized. The Scheduling Coordinator will schedule and update rosters daily/weekly/or upon the need for all current and new cases which includes but is not limited to, employee schedules, client schedules, updating transitions and discharges; will work with Recruiter and Human Resources on new hires and on-boarding procedures, to prepare new schedules. Will work with medical billers and payroll to ensure all pre-authorizations arc in place prior to scheduling new and current cases.
ESSENTIAL FUNCTIONS
Reasonable Accommodations Statement

To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform essential functions.
Essential Functions Statement (s)
Good attendance is critical in this position as the required tasks are time sensitive and critical to daily business operations. Shows leadership qualities and demonstrates the ability to work independently and as a team player. Demonstrate a willingness to adapt to change, must be a self-starter and dependable; able to prioritize workload while remaining flexible; confident positive manner and appearance; strong customer service experience.

The Scheduling Coordinator's responsibilities include but are not limited to, the following:
Scheduling
As the scheduling coordinator will organize and prepare new and ongoing schedules so employees are available for each work shift. This involves working with internal staff such as the program supervisor, HR and recruiter, and other coordinators. Schedules are not limited to just line staff including but not limited to the community supervisor daily BCBA or Licensed therapist who supervises the homes. Program Supervisor and HR coordinator verifies the staffing needs are being met for their regular shifts. Works with the billers to ensure authorizations are in place prior to placing setting the schedule in the homes.

** *Must be working on filling at minimum 5- 10 cases per week — new cases, transitional cases, and adding hrs to maximize billing.

Direct care Responsibilities:

Behavioral Technician (direct service-15 hours per week)

• The focus of the job is to help the child/adolescent develop emotionally and behaviorally through the implementation of ABA-based approaches and behavior plans designed by the BCBA.
• Behavior Technicians will record data after every session and report directly to their Program Supervisor.
• Attend ongoing training and courses to keep abreast of new developments methods. Treat members and family with empathy and respect and conduct oneself in a respectable manner.
• Other responsibilities may apply to the needs of the company and families.

Outreach-
The scheduling coordinator recognizes staff and family are important to work cohesively; this responsibility will be to be sure all alliances are working smoothly in the home between our offices and families. Contacting families is ongoing to ensure that all staff scheduled are showing up to their daily shifts and there are no issues that need to be addressed. This is working in collaboration with the BCBA supervisors and other coordinators.
Reporting
The scheduling coordinator creates and maintains and updates reports, which include verifying employees are working and meeting the scheduled hours. The weekly schedule looks at the weekly hours on contract with each authorization and each Supervisor to ensure the weekly hours are being met and satisfied.

Production of Billable hours

The scheduling coordinator will monitor all contracts to ensure that all billable hours are being maintained at a minimum of 85% to 90% of Behavioral Technician hours-- this is the baseline; if this number of billable hrs decreases management must be notified immediately to help problem solve to increase over and above baseline hours.

Census

Census will remain at 50 cases or more at all times, Out of this number 35 to 40 cases should be filled at maximum capacity all the time, 10 cases should be worked on to fill and 10 cases may be in transition to be filled.

***Must avoid assigning staff more than three cases of up to 40 hrs to avoid high deficits in billable hrs. Must not give more than 40 hrs in total per employee to avoid overtime
Other duties assigned
ON CALL: This role will serve weekend on call for issues regarding schedules- clinical emergencies will be referred to the program supervisor; this is paid as a stipend. Company phone is available

Help with organizing paperwork such as charts and reports for office and client needs

Provides Quality assurance to all areas assigned

Adhered to strict HIPAA guidelines at all times to protect client privacy.

Other responsibilities may be assigned due to the needs of the company

Provides support in creating and filing documentation in member binders in offices and homes

POSITION QUALIFICATIONS

Competency Statement(s)

• Problem Solving/Analysis- Ability to assess problem areas and address them effectively.

Coordination - Adjusting actions in relation to others' actions.

• Time Management- Managing one's own time and the time of others.

Communication- Maintain a line of communication with the supervisor, and customer.

Writing Skills- Written and verbal communication skills are essential to be successful in this position.

Customer/Client Focus- Working towards one goal of serving its clients’ needs.

• Multitasking Skills- Managing multiple clients and projects at once effectively.
• Technical Skills- Previous experience with computer applications
• Must have considerable knowledge of computer programs (Must know Microsoft Office Suite and GSuite, Gmail, etc.)

Skills and Abilities

' Ability to organize, set priorities, work independently, and work well with a diverse group of people is essential.

• Ability to work effectively as a team member with a strong collaborative management
• Ability to think and act strategically and proactively.
• Ability to maintain composure in difficult situations including verbally stressed clients and families.
• Proficiency in reading, writing, and communicating in English. Bilingual skills are a plus.

Required Education and Experience

• Masters Preferred
• Bachelor's Degree required
• Considerable knowledge of computer software systems (Microsoft Office, GSuite, etc.)
• Ability to multitask
• Highly organized
• Clinical background, preferably experience with Autism, Special Needs, Mental Health, etc.
• Must be willing to participate in a background check and drug screen

Physical Demands

The Physical Demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job the employee is:

• Regularly required to sit and talk or hear.

Regularly required to use computer keyboard and mouse.

• Frequently required to use hands, handle, or feel; reach with hands and arms.
• Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and the ability to adjust focus.
• Occasionally required to lift up to 20 pounds of force or up to 10 pounds of Force frequently.

Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

The company has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the company reserves the right to change this job description and/or assign tasks for the employee to perform, as the company may deem appropriate

Job Type: Full-time

Pay: $21.00 - $23.00 per hour

Benefits:

• Dental insurance
• Flexible schedule

Schedule:

• Monday to Friday
• Rotating weekends

Ability to commute/relocate:

• Torrington, CT: Reliably commute or planning to relocate before starting work (Preferred)

Experience:

• Customer service: 1 year (Preferred)
• Medical terminology: 1 year (Preferred)
• Computer skills: 1 year (Required)

Work Location: In person

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