Easterseals Southern California Supervisor Scheduler Coordinator in Valencia, California
Under limited supervision, delivers scheduling services to participants receiving autism services and to interventionists providing services. Provides direct supervision to the intake and scheduling department associates. Serves as a primary point of contact for scheduling matters related to assigned region, and maintains accurate participant and interventionist information in databases for scheduling treatment and billing of autism services.
Supervises a team of Scheduler Coordinators in assigned region. Ensures resources and tools are in place to meet performance goals. Sets clear expectations, evaluates staff performance, and provides feedback via a monthly 1:1 scorecard review meeting to ensure professional goals are being met. Monitors team projects and makes appropriate adjustments. Prepares and communicates annual performance reviews.
Maintains and monitors workflow and provides support to schedulers with matters relating to parents and clinical associates. Represents the scheduling department at both local and regional office meetings as needed. Provides feedback to direct reports and interventionists regarding compliance issues.
Evaluates and assigns autism service Behavior Interventionist to individual participants as determined by match-criteria based on location, skills and abilities, and other characteristics to meet compliance, program and policy requirements. Collaborates with participants, families and clinical team to create schedules. Refers to policies and guidelines to schedule meal periods, breaks, and sufficient hours to the Behavior Interventionist. Provides final approval for all permanent schedule changes for clients and staff. Maintains accurate records and participant scheduling using a computer-based system; updates schedules and ensures confirmation of updates by behavior interventionists on a daily basis.
Generates and submits accurate reports of confirmed services from the scheduling system for billing and payroll. Analyzes contract fulfillment, determines gaps, and creates action plan. Liaisons with Payroll, Billing, and Human Resources to ensure accuracy in payment/credits, and part-time/full-time status of the Behavior Interventionists. Generates, evaluates, and takes appropriate action on reports impacting billing, payroll and contract compliance.
Attends staffing meetings, trainings, in-services, and other meetings as requested. Cross-trains and orients new schedulers. Ensures all direct reports have been adequately trained in safety. Promptly responds to unsafe work conditions.
Performs other duties as assigned.
Typically requires a Bachelor’s Degree in a related field and 3-5 years’ customer service and/or administrative support experience -OR- the equivalent combination of education, experience and training that provides the required knowledge, skills and abilities to perform the core responsibilities of the position.
One to two years’ experience in a supervisory role is required.
Proficient in Microsoft Office (Outlook, Word, Excel) and related computer software, and ability to learn new software programs as needed.
Knowledge of wage and hour rules and regulations, with the ability to apply policies and regulations.
Demonstrated ability to apply good judgement and decision-making skills, interpret and implement policies, procedures, and state and federal regulations.
Demonstrated ability to work independently and produce high-quality results while handling competing priorities.
Ability to handle a high volume of incoming phone calls, to perform data entry, to schedule appointments for multiple team members, and to dispatch phone calls.
Ability to maintain positive customer service interaction, and a high degree of professionalism.
Ability to exercise discretion and maintain a high level of confidentiality.
Ability to communicate effectively through oral and written skills, and work cooperatively with a variety of individuals and groups.
Ability to obtain and maintain a criminal record/fingerprint clearance from the Department of Justice and Federal Bureau of Investigation per Easterseals Southern California and/or program requirements.
Ability to travel locally; maintain driving record in compliance with Transportation Safety Standards; maintain auto insurance and vehicle registration.