Fiscal Assistant - Clinical Scheduler

$22.08 - $29.18

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.

• 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.

• 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.

• Provide professional, respectful, and trauma-informed customer service to patients, families, providers, and internal staff.
• Protect patient privacy and maintain confidentiality in compliance with HIPAA
• Participate 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.

To view the full classification specification for Fiscal Assistant  .

• excellent health/dental/vision
• life insurance
• generous paid time off (vacation, 10 holidays, 3 floating holidays, ample accrued sick time that rolls over each year)
• an exceptional pension plan with employer match and lifetime retirement payment plus an optional tax advantaged 457 retirement savings plan

Employee well-being is promoted through a balanced work-life culture and through an exceptional employee wellness program that offers a variety of programs and tools to help promote an employee's wellness and health, including an on-site health & wellness clinic.

Waukesha County prides itself on operating in a business-like manner and is recognized as a leader delivering high quality services with competence and skill. With our vision of "Leading the Way", we value teamwork and collaboration, ethics and diversity, communication, efficiency and cost savings, innovation, and the wellbeing of our staff and the citizens we…