Scheduler OKC

Family & Children's Services Career Center•Oklahoma City, OK

About The Position

The Scheduler coordinates scheduling functions for CFSC, including appointments, referrals, walk-ins, hospital discharges, and schedule changes. The role maintains clinician schedules, reserved appointment availability, scheduling accuracy, and agency events in scheduling systems. It coordinates with clients, clinicians, internal programs, and staff; provides professional customer service; and supports intake and referral processing. The Scheduler uses the Electronic Health Record (EHR) to schedule appointments, maintain client demographic information, process charges and payments, and enter case-related information. The role also prepares and audits EHR reports, administers appointment reminders, coordinates hospital discharge documentation, maintains telephone directories and databases, and protects client confidentiality. The position reports operational, account, compliance, and safety concerns to appropriate leadership and participates in EHR training and process improvement. This is a safety-sensitive position subject to drug and alcohol testing, including random testing. The employee must have a valid driver license and satisfactory driving record, use a personal automobile to travel to locations other than the primary office, and provide proof of automobile insurance.

Requirements

High school graduate or equivalent.
Basic proficiency with Microsoft Office software.
Valid driver license and satisfactory driving record.
Use of a personal automobile for travel to locations other than the primary office and 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 with others, contribute positively to group dynamics, and share knowledge and resources.
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 steps to correct them.
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 appointments and scheduling functions, including new appointments, rescheduling, walk-ins, COPES referrals, hospital discharges, DHS referrals, probation referrals, and other appointment changes.
Manage clinician schedules and complete approved schedule changes within one business day, communicating changes to clinicians, front desk staff, phone operators, and supervisors.
Monitor reserved appointment times to maintain availability for new clients, follow-ups, emergent needs, hospital discharges, and COPES transfers.
Maintain scheduling accuracy and complete daily scheduling maintenance activities 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 periodically audit them for accuracy.
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 referral and caller information is accurate.
Provide professional, courteous, and responsive service to clients, visitors, and staff; assist using knowledge of agency programs, services, and community resources.
Handle client concerns, complaints, and difficult situations professionally.
Use the EHR to schedule appointments, maintain client demographics, process charges and payments, and enter case-related information according to agency protocols.
Prepare, review, and audit EHR reports to verify services, documentation, and billing-related information are entered accurately and on time.
Protect client confidentiality and comply with applicable privacy, security, and agency policies.
Notify supervisors in a timely manner about client account issues, payment concerns, scheduling problems, service-entry delays, or compliance concerns.
Coordinate hospital discharge documentation and routing 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 use.
Travel to locations other than the primary office using a personal automobile.