ABA Scheduling/Intake Coordinator

ABA Scheduling/Intake Coordinator

Salary: $17.08 - $23.06

Actual offers will be determined by the candidate’s creditable years of experience in conjunction with internal equity considerations and based on the organization’s current compensation practices.

Job Summary

Works within the vision, mission, and philosophy of the agency. Processes internal and external referrals under the supervision of the ABA Client Services Manager. The ABA Scheduling/Intake Coordinator Specialist exhibits critical thinking, sound judgment, and solution-focused problem-solving skills. Collaborates with the ABA program team, clients, and their families to assess changes in client schedule and treatment needs in order to ensure the most efficient use of team resources and appointments in serving those clients. Conducts and coordinates intakes, engages with customers, and manages response to agency referrals. Enters and maintains electronic health record (EHR) information. Supports program operations, management, Agency compliance, and quality assurance.

Essential Duties

Customer Engagement and Referrals

1. Utilizes whole person care perspective (e.g., empathetic, compassionate active listening) to gather required information in an external and productive manner.

2. Respond to and complete service requests (e.g., calls, emails, faxes, etc.) and enter required information in EHR per business protocol.

3. Provides information to customers, caregivers, guardians and referral sources regarding the admissions process and available services.

4. Contacts customers and/or management or designee to screen for eligibility and/or appropriateness of referral for service.

Intake and Discharge

1. Facilitates the timely intake and discharge processes including collection and completion of intake and discharge forms per our business protocol.

2. Treats all customers with dignity and respect.

3. Maintains accurate and timely records for files and adheres to all standards associated with confidentiality.

4. Assist with entry and maintenance of EHR.

5. Conducts chart audits in compliance with Agency and program standards.

Scheduling

1. Utilizes tools to maximize scheduling efficiencies and meet required timelines.

2. Schedules all initial and ongoing appointments for all customers.

3. Coordinates with management on planned schedules and any changes.

4. Communicates planned schedules and changes to customers (e.g., families, schools) and staff, treating them with dignity and respect.

5. Works with customers and program staff to resolve needed schedule changes.

6. Proposes scheduling solutions to maximize productivity.

7. Enters schedule into the EHR and scheduling system in a timely manner with clear documentation and updates.

8. Collaborates with management and program staff to track and manage capacity.

9. Coordinates with management to plan onboarding training and shadowing schedules for new hires.

10. Runs reports and performs daily checks to ensure accuracy and thoroughness of schedules for program staff.

11. Runs service detail report weekly to check for items needing attention; sends notices to staff/managers regarding these items.

12. Runs violation report, productivity report, and scheduling report; checks for errors or issues needing to be addressed; communicates these issues in a timely manner.

Payor/Utilization Management

1. Verifies/clarifies payor eligibility (e.g., insurance, school, regional center, etc.), copays, deductibles and enters into EHR.

2. Collect relevant fees/payments related to services.

Client Services Department Support

1. Other duties as needed by program.

Other Duties and Responsibilities

Utilize interpersonal skills and judgment relevant to support program, understanding of potential legal/ethical issues, and risk management.

Practice self-care, remain aware that others may be contending with stress, and treat other with grace.

Core Abilities

Ability to:

Work in fast-paced, high energy, and changing environment.

Maintain standards of confidentiality.

Maintain positive work relationships in a respectful and collaborative manner.

Maintain good communication to ensure others have necessary information.

Sensitively work with culturally diverse populations.

Appropriately allocate and utilize resources.

Learn new technological systems quickly.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. All employees are responsible for keeping job requirements up to date. This can include but are not limited to certifications, licensure, and maintaining a clear criminal record.

Education

High School Diploma or equivalent required.

Experience

Minimum of one (1) year experience working in a highly demanding and fast paced environment with multi-tasking logistics.

Intermediate skill level with Word and Excel.

Preferred Qualifications

Two (2) years of experience working in a highly energy and fast paced environment with multi-tasking logistics in a medical or behavioral health environment.

Experience using electronic health records or practice management systems.

Experience scheduling staff.

Bilingual in Spanish.

Other Specific Requirements

Must pass Department of Justice (DOJ), Federal Bureau of Investigations (FBI), and Child Abuse Index Check (CAIC) background clearance.

Valid California Driver's license with two years of experience driving and clean driving record may be required.

Apply Today!https://phf.tbe.taleo.net/phf03/ats/careers/v2/viewRequisition?org=EMQ&cws=37&rid=2718

EEO

(Minorities/Women/Disabled/Veterans)

Have questions about this position or working at Uplift Family Services? Chat live with one of our recruiters by following the link below!

www.upliftfs.org/careers

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