Job Description

SUMMARY OF FUNCTIONS

Supports company operations by following company policies and procedures. Responsible for performing a variety of duties. This position requires an individual to be multi-tasked, have computer and general office technology skills, great communication skills, and be efficient. Ensures smooth operation of the organization, its core values and mission by being a friendly, welcoming ambassador to the organization’s clients, staff, and visitors.

COMPETENCIES

• Proficient Communication Skills
• Customer Service
• Communication
• Following policies and procedures
• Problem solving
• Ethical Practice

MAJOR DUTIES AND RESPONSIBILITIES

• Receptionist Duties: lobby control and customer service
• Schedules clients, ensuring all holes are filled (unpairing, moving clients off leads/supervisors/BCBAs)
• Ensures assessments are correctly entered and billable
• Responsible for timely email notification to all required staff of schedule adjustments for the following day
• Responsible for daily printing and displaying of “Next Day Schedule” before end of day
• Enters Late Client Pick Up per Late Client time sheets
• Ensures all changes are highlighted and acknowledged on paper schedule
• Organizes and reviews weekly schedule packets ensuring all corrections have been made
• Reviews client and therapy staff members’ weekly schedule and ensures accuracy and completion
• Reviews required scheduling reports (No Service Code, Unconverted Appointments) and makes corrections as needed
• Assists Scheduling & Billing Supervisor with payroll and billing closing functions
• Timely email notifications of schedule discrepancies for billing and payroll to all required staff
• Changes Direct Therapy appointments to Direct Therapy with SPVN as applicable
• Maintains regular contact to and develops relationships with active clients to identify current staffing needs, requirements and projected new openings
• Ensures corrections to paper schedules are entered in system
• Enters “excused absences" on system if applicable
• Reviews and coordinates therapy staff PTO with client schedules
• Responsible for timely review of email notifications of cancellations and entering into system
• Enters admin time used per admin timesheets: unconverting appointments in Central reach
• Tracks center wide client & staff availability and communicates it to the leadership team and intake coordinator to drive hiring and new client enrollment
• Notifies leadership with schedule changes such as enters or leaves zone, location change and vacation or termination of services
• Makes sure 30 days’ notice is given by parents before they terminate their contract
• Works with intake coordinator when new authorizations are needed/edited to ensure schedule and billing are accurate
• Works with intake coordinator to match availability with new clients schedule requests
• Confirm schedule changes to the master per parents request
• Assists with parent trainings, observations, meetings as approved by the leadership team
• Creates, modifies and maintains a 100% accurate master schedule by adding, editing and deleting clients and staff schedules as needed.
• Creates 100% accurate daily schedule based on current staff and client cancellations
• Post daily schedule by 3:30 p.m. the previous day
• Track client attendance and charge cancellation fees
• Responsible for client cancellation follow up procedure and accommodating desired masters
• Enter cancellations, late arrivals, early pick-ups, sick days, vacations, and codes these to allow reports to be run in Central Reach
• Makes changes and monitors daily schedule to ensure smooth operations
• Make changes on next day’s schedule based on schedule account
• Reviews are completed in Central Reach by end of day for the previous day
• Enter and maintain availability, labels and credit card information in Payors in Central Reach
• Liaison between in house scheduling & billing, parents and third party billing
• Ensures all payment& billing issues are satisfactorily resolved
• Is able to give and set up permissions, tags and labels within Central Reach
• Prepares schedules for billing by correcting time sheets ensuring100% accuracy and runs all pre-billing reports to identify incorrect entries
• Responds to scheduling emails within 24 hours
• Tracks staff and client attendance daily
• Schedule team meetings with appropriate zone leaders and staff
• Creates and maintains intensive and detailed schedule updated by (next business day) on a daily basis
• Enter staff late arrivals, cancellations, sick days and PTO in Central Reach
• Prepares schedules for billing by ensuring proper authorizations are selected
• On Wednesday morning, gives all information for billing and payroll to the practice administrator
• Prepares schedules for payroll by ensuring 100% accuracy
• Complete all admin time notes and ensures back up time sheets have been completed and signed admin schedules
• Obtains signed schedule confirmations from the therapists on daily schedules
• Gets approval for all admin time & over time from the Directors before delegating to staff
• Responds to staff emails within 24 hours and brings staff concerns to leadership team
• Facilitates weekly billing for all clients
• Ensures insurance information, authorizations are accurate and billed correctly for all clients and refers to third party billing as necessary
• Maintains accounts in scheduling software on daily basis
• Monitors aging of bills and creates report to communicate to leadership on a bi- weekly basis
• Completes weekly pre-billing by Tuesday at 5:30 p.m.
• Over sees messaging and file management within Central Reach
• Communicates with parents regarding early/late pick-ups and daily schedule changes
• Calls parents about health and safety issues. Sends out team meeting notices, center closures, holidays and after hour services
• Gets doctors notes when child returns for services and gives to billing team
• Responds to scheduling emails within 24 hours
• Handles all calls and visitors in a friendly, professional and welcoming manner
• Performs other duties as required

ORGANIZATIONAL RELATIONSHIPS

Reports directly to the Director of Operations

SUPERVISORY RESPONSIBILITIES

N/A

WORK ENVIRONMENT

This job operates in a professional office environment. This role routinely uses standard office equipment.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job with or without reasonable accommodations. While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to type, handle objects, tools or controls; reach with hands and arms; climb stairs; talk or hear. May be required to lift up to 50 pounds (e.g. computers, monitors, printers, etc.).

POSITION TYPE/EXPECTED HOURS OF WORK

This is a full-time position. Days and hours of work are Monday through Friday, 8:30 a.m. to 5:30 p.m. Some rotational Saturdays 9am-3pm

TRAVEL

Travel is minimal (if any) and primarily local during the business day.

PREFERRED EDUCATION AND EXPERIENCE

• High school diploma or equivalent
• Experience in medical/behavioral/mental health/therapy related organization

ADITIONAL ELGIBILITY REQUIREMENTS

• Scheduling experience
• Sense of Urgency
• Is able to work independently and in a team environment
• Strong Initiative, ability to anticipate issues proactively
• Strong verbal communication and listening skills
• Guest service mentality; has a genuine desire to serve the customer
• Communicates in a professional manner
• Able to maintain high level of confidentiality
• High attention to detail
• Excellent organizational and time management skills
• Must be able to prioritize and multi-task in a fast paced environment
• Proficient in Microsoft Office

CLASSIFICATION

Non-exempt

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