Scheduling Coordinator

NeurAbilities•Philadelphia, PA

11d•Onsite

About The Position

The ABA Client Service Coordinator (CSC) is responsible for the administrative, patient, and compliance tasks required to ensure each ABA site may provide patient services. Operational job responsibilities include, but are not limited to initial patient communication, patient schedules/changes, patient intake and support in new hire staffing, as well as functions of clinic daily operations. The CSC maintains consistent and timely communication of all patient and site responsibilities to ensure efficiency of services and administration functioning. This position will be an onsite 5x per week position in our North East office!

Requirements

Bachelor’s degree in business, Public Health, Healthcare Administration, or related field; or 1+ years’ relevant experience in a healthcare environment.
1+ years’ experience within a business operations environment.
Strong understanding of medical terminology and insurance billing procedures for ABA services.
Intermediate proficiency in MS Office (Outlook, PowerPoint, Teams)
Knowledge of medical and/or behavioral health terminology.
Knowledge and understanding of HIPAA practices and adherence to the policies.
Skill in organizing and synthesizing information from multiple sources, for example, databases, print and online media, speeches and presentations, and observations.
Ability to manage confidential information in compliance with HIPAA and handle sensitive information professionally.
Ability to identify and resolve problems with minimal assistance.
Ability to maintain a high degree of confidentiality.
Ability to manage multiple projects and deadlines.
Ability to work independently and collaboratively across the organizational enterprise in a fast-paced working environment.
Ability to focus on client needs by anticipating, understanding, and responding appropriately to the needs of internal and external customers to meet or exceed their expectations within the organizational parameters.
Ability to deal with varying levels of the public from diverse cultural and socio-economic backgrounds.
Ability to stay organized and manage multiple responsibilities throughout the day (i.e., will need to answer calls, return calls, manage documentation, and perform insurance verification).

Responsibilities

Ensuring effective pipeline management through timely and accurate patient intake, including initial outreach, verification of eligibility, and projecting hours.
Managing site EHR for patient profile creation, documentation management, audits, consents (yearly renewals), and compliant EHRs. Maintains up to date metadata to assure accuracy on a weekly basis.
Completing recurring patient census EHR audits and patient check ins.
Serving as the primary point of contact for patient call outs and schedule changes, clinical coordination, benefit inquiries, and any additional patient administrative needs.
Coordinating with internal and external providers, as needed, to support patients in receiving services.
Ensuring accurate and up to date authorizations, payor accounts, and insurance documentation for successful billing.
Maintaining needed clinic forms, visitor documentation, front desk/check ins, staff breaks, and supports overall day to day operations of clinic functioning as needed.
Reviewing site metrics broadly (cancelations, hours, unstaffed) and confirms accurate data).
Supporting broader community connectivity through attending events (e.g. community fairs, walks) as needed.
Preparing for new hires, through creating employee profiles in EHRs, welcome email, in person documentation, etc.
Coordinating and managing scheduling for IBHS staff, ensuring adequate coverage for client sessions and adherence to treatment plans.
Communicating staffing assignments and completing all needed intake to assist in site/staff performance benchmarks.
Maintaining an up-to-date database of employee availability and skill levels to align staff qualifications with client needs.
Collaborating with clinical supervisors to match staff to clients based on clinical needs, preferences, and geographical location.
Monitoring staff compliance with state regulations and company policies, including required training, licensure, and ongoing education.
Serving as a point of contact for staff to address scheduling concerns or issues, ensuring they are resolved efficiently.
Supporting Practice Manager in reducing cancelations and optimizing schedules, as needed.
Following NeurAbilities’ Policies and Procedures.
Following Federal, State, and local rules and regulations pertaining to medical and behavioral health services
Understanding and following all compliance requirements for regulatory bodies, consents, EHR documentation, authorizations, and audits.