Scheduler OKC

POSITION SPECIFIC

DUTIES & RESPONSIBILITIES:

• Coordinate all scheduling functions for CFSC, including new appointments, rescheduling, walk-ins, COPES referrals, hospital discharges, DHS referrals, probation referrals, and other appointment changes.
• Manage and maintain clinician schedules, ensuring all approved schedule changes are completed within one business day and communicated promptly to clinicians, front desk staff, phone operators, and supervisors.
• Monitor and manage reserved appointment times to ensure adequate availability for new clients, follow-up appointments, emergent needs, hospital discharges, and COPES transfers.
• Maintain scheduling accuracy and complete daily scheduling maintenance activities in a timely manner.
• Coordinate appointments with clients and clinicians both by phone and in person while providing timely updates regarding scheduling changes.
• Enter and maintain agency holidays, meetings, and organizational events in scheduling systems and perform periodic audits to ensure accuracy.
• Administer automated client appointment communications and reminders through designated phone or electronic systems, as applicable.
• Collaborate with the Call Center, CFSC, SOC, and COPES programs to process intake inquiries and ensure accurate referral and caller information.
• Serve as a primary point of contact for clients, visitors, and staff by providing professional, courteous, and responsive customer service.
• Demonstrate knowledge of agency programs, services, and community resources to effectively assist clients and staff.
• Handle client concerns, complaints, and difficult situations professionally while maintaining a high standard of customer service.
• Utilize the Electronic Health Record (EHR) system to schedule appointments, maintain client demographic information, process charges and payments, and enter case‑related information in accordance with agency protocols.
• Prepare, review, and audit EHR reports to ensure all services, documentation, and billing‑related information are entered accurately and timely.
• Protect client confidentiality and maintain compliance with all applicable privacy, security, and agency policies.
• Provide timely notification to supervisors regarding client account issues, payment concerns, scheduling problems, service-entry delays, or compliance concerns.
• Coordinate hospital discharge documentation and routing to Medical Records as required.
• Maintain and update telephone directories and related databases to ensure accurate contact information.
• Report safety concerns, customer service issues, policy noncompliance, system problems, and operational concerns to appropriate leadership.
• Identify opportunities for process improvement and communicate recommendations to leadership.
• Participate in EHR training and support effective system utilization to promote efficient operations and positive customer service outcomes.

QUALIFICATIONS

Education:

• Must be a high school graduate or have HS equivalent

EXPERIENCE:

Preference given to individuals with 1 or more year of administrative experience, particularly in healthcare environment.

• Must be able to demonstrate basic proficiency with Microsoft office software.

PERFORMANCE

COMPETENCIES:

• Communication
• Decision Making
• Engagement
• Initiative and Accountability
• Interpersonal
• Learning
• Organizational Alignment
• Quality of Work

KNOWLEDGE/SKILLS/ABILITIES:

• The ability to adjust to changing priorities, unexpected situations, and new challenges while remaining productive and effective.
• The ability to establish and maintain professional relationships with clients, families, caregivers, colleagues, and community partners.
• The ability to work independently with limited supervision and produce results in a timely, accurate and meaningful manner.
• The ability to work…