Associate Director of Scheduling Remote

Overview:

Under general guidance, assists in management and oversight of the Scheduling function in support of ESSC Behavioral Services. Assists the Director of Scheduling to ensures participants, families and staff are receiving a high level of customer service and timely communication from the scheduling team. Helps ensures compliance, quality, innovation, and continuous improvement of scheduling operations. Oversees and assures that staffing ratios and skill levels are maintained throughout operational hours. Serves as an escalation point of contact for resolution of scheduling issues. Ensures that department goals are met and adherence to approved budgets.

Salary range: $68,640

• Assists the Director of Scheduling with oversight of activities and operations within the scheduling department; helps assures staff, communication, data processing, operational workflows, and services delivered follow established policies, procedures, and regulations, internal and external to the organization.
• Assists the Director of Scheduling to ensures adequate staffing ratios in the scheduling operation team, personnel training/skill enhancement, and professional development opportunities for all associates. Helps inform and develop and/or approve training and instructional materials for all levels within the team. In collaboration with the Director of Scheduling, monitors that training needs are evaluated on a regular basis and ensures proper and timely coaching, mentoring, and education/training of staff to maintain staff qualifications and high level of customer satisfaction.
• Conducts regular meetings with direct reports and supervisory team for review, evaluation, and monitoring of diverse aspects of the operation, such as evaluation of operational performance, quality of service, compliance, grievances/issues, productivity, capacity needs, among other matters. Reports results, status and solution to issues to the Director of Schduling.
• Collaborates with the Director of Scheduling to help Identify, develop, and implement strategies, methods, and systems to promote technical and operational efficiencies to improve results, response times and quality; as well as standardize processes, increase revenue and customer satisfaction. Assits with coordination of personnel and resources to successfully complete projects.
• Assists Director of Scheduling to partner with human resources regional directors, talent acquisition, and other applicable areas to assure adequate and timely department staffing. Works with pertinent departments to address billing, human resources, payroll, and other organizational activity and issues.
• Under direction of the Director of Scheduling, partners and collaborates with leaders and department heads within the clinical autism team to elevate performance, ensure alignment and consistency of operational strategy, resolution of complex issues or concerns, and coordination between teams to improve scheduling service delivery for participants.
• Assists with monitoring the performance of EHR software and other applications utilized by the scheducling team to keep processes up-to-date and efficient; as well as overall maintenance of records, data performance and integrity.
• Under direction of the Director of Scheduling, contributes to the development of the budget, strategic planning, direction, initiatives, and goal setting for the department/function. Adheres to approved budget and ensures that department goals are met.
• Serves as an escalation point with participants when a concern and/or grievance has not been resolved at the supervisor level, facilitating resolution.

• Bachelor’s degree in business administration, healthcare management, or other related field.
• Health information management knowledge preferred.
• 3 years of experience in Scheduling and Intake, Admission Services in a healthcare environment, with progressive responsibilities, including managing scheduling software.
• 3 years of managerial experience.
• Deep knowledge of Health Information Management standards, HIPAA Compliance, Internal Audit, Medical Record Keeping and coding, Admissions/Intake Operations Management and policy development, Electronic Heath Records Management, and Electronic health records (EHR) Software.
• Strong administrative, management, and leadership skills. Able to foster teamwork, effective monitoring, motivating, training, and mentoring of staff. Strong interpersonal communication, problem-solving and decision-making skills. Able to direct a multi-location workforce and produce high-quality results.
• Knowledge of insurance terminology and Current Procedural Terminology (CPT)
• Knowledge of service delivery systems (regional center, health insurance providers, etc.) is preferred.
• Strong working knowledge of Microsoft Office (Outlook, Word, Excel, PowerPoint, SharePoint) and scheduling systems in the delivery of services. Ability to learn new software programs as needed.
• Ability to organize and analyze data, draw conclusions and solutions to improve systems and operational efficiency.
• Ability to communicate effectively, through oral and written skills, and work cooperatively with a variety of individuals and groups.
• Ability to maintain customer-service orientation and professionalism in all interactions. Must relate well to children and their families and maintain positive affect.
• Able to interpret, follow, and implement policies, procedures, and regulations.
• Ability to exercise discretion and maintain a high level of confidentiality to handle sensitive and confidential situations and documentation.
• Ability to work after-hours and weekends as needed; and remain on-call and respond in a timely manner.
• Ability to travel locally with own reliable transportation, maintain driving record in compliance with Transportation Safety Standards, have and maintain proper auto insurance and vehicle registration
• Able to obtain criminal record/fingerprint clearance from the Department of Justice and Federal Bureau of Investigation per Easter Seals Southern California and/or program requirements.
• Ability to pass a post-offer medical examination and a TB test. Provide proof of required vaccinations or positive titer showing immunity.
• Must pass all drug testing required by ESSC.