Fiscal Assistant - Clinical Scheduler

Waukesha County, WI • Waukesha, WI

6d • $22 - $29 • Onsite

About The Position

The Fiscal Assistant - Clinical Scheduler is responsible for coordinating, maintaining, and monitoring provider schedules for a Behavioral Health clinic. This position supports timely access to services by managing approximately 35 provider calendars in the myAvatar electronic health record (EHR) system; scheduling patient appointments; processing provider scheduling requests; and maintaining accurate patient episodes, provider assignments, and appointment records.

This position performs detailed administrative and system-based work requiring accuracy, sound judgment, strong customer service skills, and strict adherence to confidentiality requirements. The Fiscal Assistant - Clinical Scheduler works closely with behavioral health providers, clinical support staff, patients, and leadership to ensure schedules and patient records are current, complete, and accurately reflected in myAvatar.

Requirements

• High School Diploma or GED.
• One-year of post high school work experience in finance or accounting.
• One-year of post high school education from a recognized college or university in accounting, finance, business, or a closely related field may be substituted for the work experience requirement.

Responsibilities

• Maintain and coordinate approximately 35 provider calendars in myAvatar.
• Receive, review, prioritize, and process provider email requests for appointments, schedule changes, cancellations, and other calendar updates.
• Enter appointments accurately and promptly into myAvatar, including applicable appointment types, locations, providers, and service information.
• Block provider schedules for planned vacation, sick leave, training, meetings, administrative time, holidays, and other approved absences.
• Monitor provider calendars for scheduling conflicts, duplicate appointments, incomplete information, and unavailable appointment slots.
• Communicate with providers and appropriate clinic staff to resolve scheduling discrepancies or clarify appointment requests.
• Maintain consistent scheduling practices in accordance with clinic procedures, provider availability, and program requirements.
• Schedule follow-up appointments after patient sessions are completed, based on provider direction, treatment plans, clinic scheduling procedures, and patient needs.
• Coordinate new, return, follow-up, and rescheduled appointments in a timely manner.
• Contact patients as needed to schedule, reschedule, confirm, or communicate appointment-related information.
• Process appointment cancellations and no-shows according to established clinic procedures.
• Escalate urgent scheduling concerns, access barriers, or provider availability issues to the appropriate supervisor or clinical staff.
• Provide professional, respectful, and trauma-informed customer service to patients, families, providers, and internal staff.
• Protect patient privacy and maintain confidentiality in compliance with HIPAA.
• Participate in staff meetings, workflow improvement efforts, and training related to scheduling systems, patient access, and clinic operations.
• Develop and maintain working knowledge of myAvatar and other applicable scheduling, communication, and administrative systems.

Benefits

• health/dental/vision
• life insurance
• generous paid time off (vacation, 10 holidays, 3 floating holidays, ample accrued sick time that rolls over each year)
• an exceptional pension plan with employer match and lifetime retirement payment
• an optional tax advantaged 457 retirement savings plan
• employee wellness program that offers a variety of programs and tools to help promote an employee's wellness and health, including an on-site health & wellness clinic
• professional development opportunities
• on-site fitness center
• free parking

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED