Intake and Scheduling Coordinator

Intake And Scheduling Coordinator

The Intake And Scheduling Coordinator is a key support position with GOALS for Autism. This position is responsible for the coordination and scheduling of all 1:1 therapy sessions, organizing the availability of time and location for clients and therapists to make the most convenient and suitable schedule possible. This position is responsible for the first contact with a client, up to the start of the assessment process. The Intake and Scheduling coordinator helps us make an impact in the lives of all clients and their families daily.

Essential Role and Responsibilities:

• Builds schedules for new therapists.
• In collaboration with case supervisors, build schedules for clients.
• Keeps staff needed document up to date and tickets for easy collaboration with Direct Supervisor
• Regularly meets with the Director of Clinical Operations, Hiring & Recruiting Director and Training Director to discuss case and staff needs
• Completes open tickets within 2 business days.
• Assigns non-scheduling tickets to the appropriate person.
• Handles all employee and client cancellations, vacations and sick calls.
• Represents GOALS professionally and ethically to internal and external stakeholders.
• Track and analyze cancellations, substitutions and make-ups to minimize cancellations and missed sessions - Cancellation report management with Director of Clinical Operations
• Reports excessive call outs to Human Resources and the appropriate supervisors.
• In coordination with the COO, CEO Suggests and/or implements efficiency changes.
• Documents all contacts and case information by keeping clinical supervisors informed
• Acquires all necessary, initial screening information for potential clients interested in services with GOALS.
• Manages waitlists daily by adding clients, removing clients, referring clients, and checking in with families about continued interest to pursue GOALS services
• Follows up on referrals for which GOALS has not received an authorization no later than 2 business days after receipt of referral.
• Compiles and maintains a list of service providers in all areas served by GOALS to aid current and potential families in locating services.
• Ensures that all relevant documents including reports and communication with funding sources are stored in client files

Positions Supervised (Direct Reports):

• None

Qualifications and Education Requirements:

• High school diploma/GED required
• Excellent phone manner
• Advanced communication and organizational skills

Preferred Education or Training Equivalent to:

• Associate's degree preferred OR
• The equivalent of two years of college coursework at an accredited college or university
• Previous clerical or administrative experience preferred
• Basic knowledge of health care terminology highly desired

Minimum Years of Additional Related Experience:

• Minimum 2 years administrative experience

Special Qualifications (Skills, Abilities, Licenses):

• Sensitive to working with an ethnically, linguistically, culturally, and economically diverse population.
• Strong decision-making skills with the ability to multi-task, self-motivate and function as part of a multi-level team.
• Able to exercise confidentiality and discretion pertaining to the work environment
• Able to appropriately interpret and implement policies, procedures, and regulations
• Able to obtain criminal record clearance through Department of Justice
• Able to obtain a negative Tuberculosis test
• Able to demonstrate effective time management
• Applicable knowledge of Microsoft Office applications
• Applicable knowledge of GSuite applications

Physical Requirements (Approximate Percent per 7.5-hour Workday):

• Ability to work for extended periods at computer workstation (90%+)

Pay: $20 - $26 per hour

Hours: 32- 40 hours per week

Benefits:

Full Time - Minimum of 32 hours a week

• Medical, Dental, Vision, Life Insurance
• 401k
• Telehealth Healthcare Specialists - Including free Mental Health Therapists Visits/Urgent Care/Specialty Care
• Vacation
• Paid Holidays
• Tuition Reimbursement for related educational expenses
• CEU stipend
• Phone and Internet Stipend