Scheduling Coordinator

Hummingbirds Behavioral Therapy

Scheduling Coordinator

Job Description

We are currently seeking a detail-oriented and highly organized Scheduler to join our growing team. This role is essential in ensuring seamless coordination between clients, families, and clinical staff while maintaining accurate schedules and timely communication. The ideal candidate thrives in a fast-paced environment, demonstrates strong problem-solving skills, and is committed to supporting quality service delivery through efficient scheduling and administrative support.

Job description

Minimum qualifications:

• Spanish Speaking (Preferred not required)
• At least 1 year of experience in scheduling, healthcare administration, or ABA services (Preferred not required)
• Experience may be substituted for the educational requirements at the discretion of agency directors.

Key Responsibilities & Duties:

• Communicate effectively with families regarding schedule confirmations, changes, cancellations, and make-up sessions.
• Coordinate schedules for clinicians based on their availability.
• Enter, update, and audit appointments in scheduling and practice management systems with a high level of accuracy.
• Coordinate scheduling process and needs with multiple clients and levels of staff by adhering to various guidelines such as funding source requirements, credentialing requirements, HR laws such as meal period breaks and overtime, minimizing mileage and drive time by zoning as well as minimizing non-billable time.
• Maintain confidentiality in all aspects of client, staff, and company information
• Execute all communication in a prompt, accurate, professional and courteous manner.
• Ensure clients are scheduled at 80-100% of recommended hours and maintain company standards of contract fulfillment.
• Utilize strong customer service skills to ensure 100% client satisfaction while fulfilling all contracts.
• Track and analyze cancellations, make-ups; minimize cancellations and missed sessions by rerouting or rescheduling clinical staff and schedule make-ups for cancellations.
• Plan in advance and foresee any problems that might arise (ex: summer break) as well as plan for holiday breaks.
• Create and modify documents using Microsoft Word, Excel, and PowerPoint and update schedules using the company's system.
• Work to ensure all paperwork is up to date and organized.
• Communicate and maintain positive relationships with company clients, Funders and corporate Clinical and Operations staff.

Location: Ontario/Victorville Hybrid/Remote (80% Remote)

Hours: 4-8 hours per day

Benefits: Medical, dental, vision, and 401K are offered (Full-Time), Paid Holidays, vacation time, sick time.

Job Type:Part-time/ Full-time

Rate: $20-22 hour (Based on experience)

Pay: $20.00 - $22.00 per hour

Expected hours: 20.0 – 40.0 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: Hybrid remote in Ontario, CA 91764

Salary : $20 - $22