COMPANY WEBSITE: https://freedomhealthcare.biz/
COMPANY PHONE NUMBER: (667) 770-6320
HUMAN RESOURCES PHONE NUMBER: (410) 372 4513
POSITION TITLE: Provider Calendar Monitoring Specialist
ALTERNATE TITLE(S): Provider Calendar Monitoring Specialist
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 Thursday 7AM - 6PM
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 Provider Calendar Monitoring Specialist is responsible for ensuring that all assigned providers adhere to the ICANotes scheduling requirements. This role involves monitoring provider calendars, maintaining accurate records, and providing support to ensure that all client appointments are accurately reflected and up-to-date. The specialist will work closely with providers, clinical supervisors, and administrative staff to maintain the integrity of the scheduling system and to prevent scheduling conflicts.
SCHEDULED DUTIES AND RESPONSIBILITIES:
- Ensure providers adhere to the ICANotes schedule requirements for their assigned clients by regularly monitoring their calendars.
- Conduct calendar cleanup, including deleting appointments for discharged or transferred clients.
- Alert counselors and ECMs (providers) when their clients' appointments are not updated on their calendars.
- Provide support and direction to providers on the appropriate utilization of the ICANotes calendar.
- Assist providers with calendar adjustments as needed.
- Maintain accurate and current demographic information for assigned providers in ICANotes.
- Ensure that all active clients are placed on the prescriber's schedule for the subsequent month.
- Monitor scheduling violations, track duplicate appointments, and ensure adherence to weekly appointment frequencies.
- Maintain and update the Clinical Supervisors' calendars, ensuring they are informed of their upcoming appointments.
- Conduct weekly tasks such as ICANotes Assigned Provider Updating, monitoring duplicate counselor schedules, and overall calendar cleanup and maintenance.
- Perform monthly tasks including prescribers' appointment scheduling and the scheduling of specific appointments such as 90791 and H0001.
- Identify clients not added to the provider's calendar for the following week and take corrective action.
- Monitor scheduling violators and update the Scheduling Master Tracker.
- Email scheduling reminders and updated assignment sheets to providers, counselors, and ECMs.
- Monitor and address any duplicate appointment codes scheduled on the same day with the same provider for the same client.
- Ensure that weekly appointment frequencies are adhered to as per policy.
- Perform any other tasks as assigned, including new tasks that may not be outlined in this description but are necessary for the smooth operation of provider calendar management.
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.
