Scheduler OKC

Family & Children's Services•Oklahoma City, OK

About The Position

The Scheduler coordinates scheduling functions for CFSC, including new appointments, rescheduling, walk-ins, referrals, hospital discharges, and other appointment changes. The role maintains clinician schedules, reserved appointment availability, and scheduling accuracy, and ensures approved changes are completed and communicated promptly. It coordinates appointments with clients and clinicians by phone and in person and manages appointment reminders and scheduling-system updates for agency holidays, meetings, and events. The Scheduler serves as a primary contact for clients, visitors, and staff, providing responsive customer service and information about agency programs, services, and community resources. The position uses the Electronic Health Record (EHR) system to schedule appointments, maintain client demographic information, process charges and payments, enter case-related information, and review reports for accurate and timely service, documentation, and billing information. It protects client confidentiality, routes hospital discharge documentation as required, maintains telephone directories and databases, and reports operational or compliance concerns to leadership. The role also collaborates with agency programs, supports effective EHR use, and identifies process improvements. This is a safety-sensitive position under the Oklahoma Medical Marijuana and Patient Protection Act and is subject to drug and alcohol testing, including random testing. A valid driver license, satisfactory driving record, personal automobile use for travel to locations beyond the primary office, and proof of automobile insurance are required.

Requirements

High school graduate or equivalent.
Basic proficiency with Microsoft Office software.
Valid driver license and satisfactory driving record.
Use of a personal automobile to travel to locations other than the primary office, with proof of automobile insurance.
Ability to adjust to changing priorities, unexpected situations, and new challenges while remaining productive and effective.
Ability to establish and maintain professional relationships with clients, families, caregivers, colleagues, and community partners.
Ability to work independently with limited supervision and produce timely, accurate, and meaningful results.
Ability to work cooperatively and contribute positively to multidisciplinary teamwork and group dynamics.
Ability to manage multiple tasks, projects, and responsibilities concurrently in a fast-paced environment.
Ability to review and verify information for accuracy, detect errors, and take corrective steps.
Ability to use tools, systems, and processes to streamline workflows, track information, and meet deadlines.

Nice To Haves

One or more years of administrative experience, particularly in a healthcare environment.

Responsibilities

Coordinate scheduling for new appointments, rescheduling, walk-ins, COPES referrals, hospital discharges, DHS referrals, probation referrals, and other appointment changes.
Manage clinician schedules and complete and communicate approved schedule changes within one business day.
Monitor reserved appointment times to ensure availability for new clients, follow-ups, emergent needs, hospital discharges, and COPES transfers.
Maintain scheduling accuracy and complete daily scheduling maintenance in a timely manner.
Coordinate appointments with clients and clinicians by phone and in person, and provide timely updates about scheduling changes.
Enter agency holidays, meetings, and organizational events in scheduling systems and conduct periodic accuracy audits.
Administer automated client appointment communications and reminders through designated phone or electronic systems, as applicable.
Collaborate with the Call Center, CFSC, SOC, and COPES programs to process intake inquiries and ensure accurate referral and caller information.
Serve as a primary point of contact for clients, visitors, and staff and provide professional, courteous, responsive customer service.
Use knowledge of agency programs, services, and community resources to assist clients and staff.
Handle client concerns, complaints, and difficult situations professionally.
Use the EHR to schedule appointments, maintain client demographic information, process charges and payments, and enter case-related information in accordance with agency protocols.
Prepare, review, and audit EHR reports to ensure services, documentation, and billing-related information are entered accurately and promptly.
Protect client confidentiality and comply with applicable privacy, security, and agency policies.
Notify supervisors about client account issues, payment concerns, scheduling problems, service-entry delays, or compliance concerns.
Coordinate hospital discharge documentation and route it to Medical Records as required.
Maintain and update telephone directories and related databases.
Report safety concerns, customer service issues, policy noncompliance, system problems, and operational concerns to appropriate leadership.
Identify process-improvement opportunities and communicate recommendations to leadership.
Participate in EHR training and support effective system utilization.
Travel to locations other than the primary office using a personal automobile.