Onsite Scheduling Coordinator

Onsite Scheduling Coordinator

Irvine, CA

Cortica is looking for a Site Care Coordinator to join our growing multi-disciplinary team at our Irvine center in CA!

As Site Care Coordinator, you will play a crucial role in optimizing client and provider scheduling to enhance service delivery and operational efficiency.

As a consistent point of contact for families, you'll collaborate closely with site leadershipincluding clinical, operational, and shared services (e.g., RCM, Scheduling, Enrollment, etc.)to maintain a cohesive site culture, uphold the highest standards of care, and guide families through their journey at Cortica.

By facilitating communication between families and various teams, the Site Care Coordinator ensures seamless coordination of care.

This role is essential in managing cancellations, rescheduling, and implementing optimal scheduling practices that align with client needs and provider capacity.

This position requires an on-site presence to effectively manage and oversee scheduling processes and address concerns promptly.

What will you do?

Patient Care Navigation:

• Guide patients through care pathways efficiently, monitoring their progress and proactively identifying and addressing care delays and barriers.

• Serve as the point of contact for families, streamlining communication and guiding them through their Cortica journey.

• Keep families informed about wait times for services.

Scheduling Optimization:

• Create scheduling plans that adhere to best practices, ensuring providers are utilized to their full capacity while aligning with the clients' needs.

• Collaborate with clinical teams to integrate strategies into broader care plans, promoting a holistic approach to care.

• Provide scheduling support for contract scheduling processes, particularly for Schools-related contracts, and assist with scheduling activities for Value-Based Care (VBC) clients.

• Must efficiently handle client cancellations and provider call-outs by promptly arranging alternate coverage or rescheduling to ensure consistent service delivery.

• Manage requests for Paid Time Off (PTO) from providers, ensuring that these do not disrupt the overall service delivery. This includes forecasting potential schedule gaps and proactively planning to fill these gaps.

• Manage the waitlist to promptly place clients into available slots as they arise in provider schedules, optimizing both client satisfaction and resource utilization.

Communication and Collaboration:

• Collaborate closely with on-site leadership team to address and resolve client scheduling concerns efficiently and professionally.

• Collaborate closely with clinical leadership to ensure timely case assignment and management.

• Address client inquiries and requests promptly, maintaining high standards of service.

• Record all interactions comprehensively in Salesforce and communicate through various channels such as phone, email, and SMS to ensure clarity and responsiveness.

• Keep providers well-informed of any changes to their schedules and swiftly address their inquiries or concerns, facilitating a supportive work environment.

• Escalate scheduling challenges in a timely manner.

Technology Utilization and Best Practices:

• Utilize scheduling tools such as Axon, Smart Scheduling, and Salesforce to enhance scheduling efficiency and streamline operations.

• Monitor key performance indicators (KPIs) to assess scheduling success and make data-driven decisions to optimize scheduling practices.

• Follow established scheduling protocols and best practices to ensure efficient and effective scheduling that meets the needs of both clients and providers.

• Assist in the development and maintenance of new Standard Operating Procedures (SOPs) to ensure scheduling consistency and accuracy as processes, guidelines, and software evolve.

We'd love to hear from you if:

• You bring 4+ years' scheduling experience in ABA services or related field.

• You bring 2+ years in client services related role.

• You have strong problem-solving skills.

Your Compensation and Benefits:

• $2,000 continuing education stipend.

• Receive competitive compensation, $26.36/hr to $32.96/hr, depending on experience.

• 401k matching.

• PTO and continuing education/wellness days.

• Paid holidays.

• Health, vision, dental, and pet insurance.

• Referral bonuses.