Duties:

“Role Summary:
The Scheduling Specialist is critical to ensuring Welbe participants receive care in a timely manner. The Scheduling Specialist has two primary functions: coordinating participant care scheduling and maintaining accurate team member availability for participant appointments. The Scheduling Specialist s focus includes but is not limited to scheduling requests for participant care, handling cancellations and rescheduling requests, responding to calls and in-person participant scheduling needs, conducting reminder calls to participants regarding future appointments, and other administrative tasks as directed. The Scheduling Specialist will provide outstanding customer service to all stakeholders (participants, families, partners, and team members), and will be responsible for proper documentation and maintaining current and accurate records of all scheduled appointments. The Scheduling Specialist will be a fully on-site role and must be able to work in a dynamic environment. Collaborates effectively with colleagues and stakeholders to promote *** values, team culture and mission.
Duties and Responsibilities:
-Effectively coordinates the scheduling of participants appointments, including troubleshooting conflicts or urgent needs, communicating with all stakeholders (staff, family, providers etc.) and meeting appointment turn-around times as outlined in *** Appointment Scheduling Protocol.
-Addressed cancellation and rescheduling requests from both staff members and participants, ensuring that changes are appropriately managed and promptly communicated to all relevant parties.
-Responds to incoming phone calls, emails, contacts as requests coming into the Center as needed. Appropriately screen, transfer, resolve and dispose of calls expeditiously while adhering to all process and documentation standards.
-Provides outstanding customer services and promotes *** core values.
-Maintains and updates team member schedule availability in source systems, ensuring that accurate information is reflected for all available time slots.
-Ensures that appropriate and timely documentation of all updates and communication is documented in source systems as outlined by department protocols.
-Conducts appointment confirmations and appointment reminders as outlined by department protocols, updating appointments as appropriate.
-Continuously reviews and improves scheduling processes to enhance efficiency and streamline operations, making recommendations for process enhancements as needed.
-Provides guidance and support to staff members on scheduling processes and procedures, ensuring that they are well-informed and equipped to handle schedulingrelated tasks.
-Trouble-shoot and resolves basic issues; escalates to manager when appropriate.
-Must be willing and have the ability to work a varied schedule that may include evening nights, weekends.
-Complete all required documentation in a timely and accurate manner.
-Protects privacy and maintains confidentiality of all company procedures and information about team members, participants, and families. pg. 2 20230620 Scheduling Specialist_RD
-Follow *** policies and procedures and participate in any required Quality Improvement activities, staff training and meetings.
-Communicate regularly with Supervisor and team regarding workload and priorities.
-Timely completion of all mandated trainings and education.
-Timely completion of all mandated occupational health screenings as needed.
-Exercises flexibility in performing assignments as business needs evolve.
-Other duties as assigned. “

Skills:
“Required Skills & Experience:
-Excellent and accurate data entry skills and experience in multiple software platforms, including one year experience working with an Electronic Medical Record (EMR).
-Minimum of one year experience working in health care required.
-Outstanding customer service orientation, especially in telephone and written communications.
-Problem solving and persistence in the face of challenges.
-Excellent organizational and communication skills.
-Ability to work independently with minimal supervision.
-Demonstrated ability to prioritize in a fast-paced environment.
-Experience and competency working with people from diverse backgrounds and cultures.
-Commitment to unlocking the full potential of our most vulnerable seniors.
Preferred Skills & Experience:
-PACE setting experience a plus.”