Scheduler - Administration - Brattleboro

HCRS (Health Care & Rehabilitation Services of Southeastern Vermont)•Brattleboro, VT

7d•$21 - $25•Onsite

About The Position

The Supported Scheduler supports safe, timely, and person-centered care by coordinating and managing appointment scheduling across multiple departments and service lines. Serving as a key liaison between individuals served, providers, and care teams, this role ensures accurate and efficient scheduling aligned with clinical protocols, provider availability, and payer requirements. The Supported Scheduler helps improve individuals’ access, supports smooth clinic operations, and contributes to an overall positive experience.

Requirements

Thorough knowledge of the agency’s electronic medical record, scheduling policies and procedures and an understanding of billing regulations
High attention to detail with consistent accuracy in individual served records and appointments.
Demonstrated ability to recognize potential problems and to take appropriate preventive or remedial action in coordination with supervisor.
A conscientious and organized work pattern which elicits the confidence of individuals served, co-workers, external contacts and program managers.
Collaboration and cooperation with other members of the scheduling team, with a demonstrated commitment to group problem solving.
Maintain confidentiality of patient information in accordance with HIPAA and organizational policies.
Demonstrated commitment to continuous process improvement.
Acting in accordance with all agency policies.
Clear, precise and timely written and verbal communication skills, with fast accurate typing and data entry skills.
Meeting established expectations for productivity, timely task completion and accuracy.
Appropriate and timely use of supervision.
Demonstrated ability to effectively resolve workplace conflict.
Demonstrated respect for all individuals, applying trauma‑informed communication and de‑escalation skills when addressing challenging situations.
Demonstrates, models, and actively supports the agency’s mission, values and philosophy of care.
Communicates necessary information to supervisors and senior leadership.
Contributes to an open and trusting work environment.
Demonstrated ability to set appropriate boundaries with self, staff, individuals served and others.
Excellent interpersonal skills, including the ability to write and present information well to others.
Demonstrated ability to take care of oneself, and to stay calm, patient and self-confident amidst numerous potentially stressful situations, maintaining a sense of humor as appropriate.
Modeling appropriate attitudes and behavior, particularly a positive outlook, emotional stability, insight and compassion.
Demonstrated pursuit of personal and professional growth and development.
High School Diploma or equivalent, and one to three years related experience and/or training: or equivalent combination of education and experience.
Strong written and verbal communication skills.
Ability to listen effectively.
Ability to read and interpret documents such as: treatment plans and treatment recommendation documents.
Ability to communicate effectively with individuals served, their family members or representatives, service providers, community partners, and team members.
Strong basic math skills to support accurate scheduling, time calculations, data entry, and record review.
Ability to solve problems and deal with a variety of variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.
Ability to know when to get help.
Strong computer literacy.
Ability to work flexible hours.
Good organizational skills.
Ability to maintain confidentiality.

Nice To Haves

Previous experience with scheduling for multiple programs and services, electronic medical record and compassionate customer service is desirable.
Customer service skills are desirable.

Responsibilities

Coordinate individuals served scheduling, including scheduling and rescheduling individuals; managing no‑shows and cancellations; maintaining and prioritizing the waitlist for unassigned individuals; and conducting outreach to fill open appointment slots created by no‑shows or last‑minute cancellations.
Scheduling appointments across multiple divisions and service types in accordance with prescribed treatment, clinical recommendations, and the scheduling template.
Serve as a primary point of contact for individuals served, families, referral sources, and internal care teams regarding scheduling needs.
Monitor schedule accuracy and proactively resolve double bookings, conflicting appointments, or incomplete information.
Delivering high quality, compassionate customer service that supports a positive patient experience.
Verify demographics, insurance coverage, and compliance prior to scheduling.
Manage high priority and urgent appointments according to clinical guidelines.
Provide patients with clear pre-appointment instructions, including preparation, location details, and documentation requirements (insurance card, guardianship).
Assist individuals served in navigating telehealth tools, patient portals, and appointment reminders.
As necessary, use de-escalation skills and trauma informed communication when supporting individuals.
Notify staff of schedule changes, cancellations, or emergent issues affecting the care of individuals served.