Scheduling Coordinator

COMPANY WEBSITE: https://freedomhealthcare.biz/

COMPANY PHONE NUMBER: (667) 770-6320

HUMAN RESOURCES PHONE NUMBER: (410) 372 4513

POSITION TITLE: Scheduling Coordinator

ALTERNATE TITLE(S): Scheduling Coordinator

COMPANY: Freedom Health Systems, Inc.

DIVISION: Operations Division

DEPARTMENT: Scheduling Department

UNIT: N/A

CLASSIFICATION: W8BEN Independent Contractor. 40 hours per week. Exempt.

COMPENSATION RANGE: $5.00 per hour

WORK SCHEDULE: Monday to Friday 8AM - 5PM

ACCOUNTABLE TO: Scheduling Department Manager

ACCOUNTABLE FOR: CODC, ECM, CRNP, CRNP-F, DSP, CPRS, HHCM

ANTICIPATED TRAVEL: 0% of the time

SUMMARY OF POSITION RESPONSIBILITIES: The Scheduling Coordinator plays a crucial role in ensuring the efficient management of client appointments, rescheduling requests, and communication between clients and providers. This position requires prompt responsiveness, excellent organizational skills, and the ability to handle multiple tasks in a fast-paced environment.

SCHEDULED DUTIES AND RESPONSIBILITIES:

• Assist clients with scheduling and rescheduling appointments promptly.
• Monitor and address real-time queries from providers via Google Chat, phone, and email.
• Track and manage “Answer Connect” messages to identify clients who are awaiting callbacks and need rescheduling.
• Keep accurate records of non-responsive clients and send Reconnection Letters as necessary.
• Monitor and update records for non-responsive Category B, E, and P clients, sending 1. Reconnection Letters every 3rd Monday of the month for disconnected phone numbers.
• Provide daily appointment reminders to clients via phone, ensuring they are well-informed about upcoming appointments.
• Conduct outbound calling for appointment reminders to all client category types.
• Monitor and confirm new event bookings by calling clients and ensuring their appointments are scheduled correctly.
• Maintain and update the Google Sheet with provider appointments for presentation in the daily huddle, including: Psych, Somatic, and HH Monthly Service appointments.
• Urine Screening and 90792 - 6-month evaluation appointments.
• Participate in the Ring Central meetings with the PAS team as part of the new intake scheduling duties.
• Address missed appointments by rescheduling clients promptly.
• Coordinate with prescribers and send text reminders about missed appointments daily.
• Oversee new intake scheduling for the remaining intake components, ensuring smooth onboarding of new clients.

UNSCHEDULED DUTIES AND RESPONSIBILITIES:

• Participate in external and internal audits/surveys (CARF/CSA/OHCQ) as directed by the supervisor.
• Participates in quality assurance and performance improvement plans by completing periodic audits or other activities to ensure regulatory compliance and/or improve service delivery.
• Assist the supervisor, HR, or management with any work-related tasks as requested.
• Responsible for following regulations of COMAR, CARF, any other regulatory body, and company policies/procedures related to your scope of work.
• Co-facilitating orientation of all new hires if requested.
• Support the maintenance of a safe environment by participating in training and drills as requested.
• Advise the supervisor on the development and implementation of protocols to better enhance the efficiency of day-to-day operations effecting change when approvals are made.
• Troubleshoot and abate any issues that could adversely affect the day-to-day operations.
• Report to the Supervisor daily and as requested. Report deviation of operational standards to CEO daily.
• Check emails and company group texts at least every 30 minutes while on duty; respond accordingly.

PHYSICAL DEMANDS: Regularly required to stand, sit, talk, hear, reach, stoop, kneel, and use hands and fingers to operate a computer, telephone, and keyboard.

WORKING CONDITIONS: Remote work environment

DISCLOSURES:  The specific statements shown in each section of this job description are not intended to be all inclusive. They represent typical elements and criteria considered necessary to perform the job successfully. The job’s responsibilities/tasks may be modified and/or expanded over time. Company will inform the personnel member when changes in the respective job description are made.

NECESSARY COMPETENCIES AND SKILLS:

• Strong organizational and time-management skills.
• Excellent communication and interpersonal abilities.
• Proficiency in scheduling software and office applications (e.g., Microsoft Office, Google Workspace).
• Ability to handle multiple tasks and prioritize effectively.
• Attention to detail and accuracy in data management.

Preferred Attributes:

• Experience with electronic scheduling systems and calendar management tools.
• Familiarity with industry-specific scheduling practices or software.
• Ability to work in a fast-paced environment and adapt to changing priorities.

NECESSARY EDUCATION / TRAINING / QUALIFICATIONS:

• Associate’s degree in Business Administration, Operations Management, or a related field. Bachelor’s degree is a plus.
• Minimum of 2 years of experience in a scheduling or administrative role, with experience in coordinating appointments or managing schedules preferred.