Fiscal Assistant - Clinical Scheduler

SALARY RANGE $22.08 - $29.18

WORK ASSIGNMENT DETAILS The Fiscal Assistant
- Clinical Scheduler is responsible for coordinating, maintaining, and monitoring provider schedules for a Behavioral Health clinic. This position supports timely access to services by managing approximately 35 provider calendars in the my Avatar electronic health record (EHR) system; scheduling patient appointments; processing provider scheduling requests; and maintaining accurate patient episodes, provider assignments, and appointment records.

This position performs detailed administrative and system-based work requiring accuracy, sound judgment, strong customer service skills, and strict adherence to confidentiality requirements. The Fiscal Assistant
- Clinical Scheduler works closely with behavioral health providers, clinical support staff, patients, and leadership to ensure schedules and patient records are current, complete, and accurately reflected in my Avatar.

Essential Duties and Responsibilities Provider Calendar and Schedule Management Maintain and coordinate approximately 35 provider calendars in my Avatar.

Receive, review, prioritize, and process provider email requests for appointments, schedule changes, cancellations, and other calendar updates.

Enter appointments accurately and promptly into my Avatar, including applicable appointment types, locations, providers, and service information.

Block provider schedules for planned vacation, sick leave, training, meetings, administrative time, holidays, and other approved absences.

Monitor provider calendars for scheduling conflicts, duplicate appointments, incomplete information, and unavailable appointment slots.

Communicate with providers and appropriate clinic staff to resolve scheduling discrepancies or clarify appointment requests.

Maintain consistent scheduling practices in accordance with clinic procedures, provider availability, and program requirements.

Patient Scheduling and Follow-Up Coordination Schedule follow-up appointments after patient sessions are completed, based on provider direction, treatment plans, clinic scheduling procedures, and patient needs.

Coordinate new, return, follow-up, and rescheduled appointments in a timely manner.

Contact patients as needed to schedule, reschedule, confirm, or communicate appointment-related information.

Process appointment cancellations and no-shows according to established clinic procedures.

Escalate urgent scheduling concerns, access barriers, or provider availability issues to the appropriate supervisor or clinical staff.

Documentation, or treatment planning to the appropriate staff member.

Administrative and Customer Service Support Provide professional, respectful, and trauma-informed customer service to patients, families, providers, and internal staff.

Protect patient privacy and maintain confidentiality in compliance with HIPAAParticipate in staff meetings, workflow improvement efforts, and training related to scheduling systems, patient access, and clinic operations.

Develop and maintain working knowledge of my Avatar and other applicable scheduling, communication, and administrative systems.

CLASSIFICATION SPECIFICATION To view the full classification specification for Fiscal Assistant  .Minimum Training & Experience Requirements
1. High School Diploma or GED.
2. One-year of post high school work experience in finance or accounting.
3. One-year of post high school education from a recognized college or university in accounting, finance, business, or a closely related field may be substituted for the work experience requirement.

Waukesha County provides a comprehensive compensation and benefits package including excellent health/dental/vision, life insurance, generous paid time off (vacation, 10 holidays, 3…