Clinical Scheduler

Program: Clinical Counseling – Program Support

Reports to: Office Manager, Clinical Director

Supervised by: Office Manager

Summary: The Clinical Scheduler has a critical role in supporting the agency’s clinical counseling program. In this role, the selected candidate will coordinate clinical counseling appointments, provide clerical support for other other departments, and support receptionists, especially for registration of Spanish-speaking clients.

Requirements: High school diploma, additional training/ experience preferred. Fluently bi-lingual in Spanish/ English

Experience: Minimum of two years related experience. Billing and scheduling software experience preferred.

Job Skills/ Qualifications:

  • Answering phones in a prompt and courteous manner.
  • Ability to work with minimal supervision.
  • Verifying insurance.
  • Knowledge of insurance authorization/billing requirements.
  • Ability to work under pressure and with deadlines.
  • Computer proficiency in Windows, Microsoft Word, Excel and Access.
  • Ability to organize work and prioritize duties.
  • Basic writing, spelling and math skills.
  • Must be able to maintain confidentiality regarding clients and agency business. Fluently bi-lingual in Spanish and English.

Responsibilities and Duties:

Clinical Support:

  • Answer intake calls daily and perform initial screening for clients requesting counseling services. Triage urgency and assign to counselors based on need, insurance requirements and availability.
  • Process paperwork and set up initial appointments for counselors, ensuring that each counselor has the allotted number of appointments in coordination with the individual counselors and Director of Clinical Services.
  • Maintain appointment information and provide counselors with weekly appointment schedules.
  • Reschedule appointments as needed. Take calls from potential clients or referral sources who request information on clinical programs.
  • Provide information to receptionist and therapists regarding scheduling changes for counseling appointments.
  • Provide daily appointment sheets to receptionist for appointment reminder calls.
  • Input client information data into computer.
  • Ensure scheduling program is updated with current information.
  • Coordinate referrals from other agencies and maintain appropriate paperwork and reports.
  • Obtain 2054 form from CPS for CPS referred clients and date stamp.
  • Assist with data compilation or other paperwork for grants, funding sources, reports, etc.
  • Develop / maintain list or grid of current status of all counselors, including insurance plans, sliding scale availability, hours, and specialties.
  • Develop / maintain list or grid of all referral sources, to be reported monthly to Director of Clinical Programs.

Insurance

  • Obtain insurance information from client.
  • For CHIP clients, explain procedure for precertification.
  • Call each insurance company to verify benefits and obtain precertification for visits before initial visit and each month after.
  • Verify and document out of network benefits.
  • Verify and document process of concurrent reviews and claims submission.
  • Document insurance contacts and certifications.
  • Assist in the coordination of concurrent reviews.
  • Ensure credentialing and re-credentialing of all therapists on an ongoing basis.
  • Monthly insurance verification for new & existing clients.

Administrative/ Clerical 

  • Assist with searching closed files when requested.
  • Create original client files.
  • Cross-coverage for receptionists.
  • Provide clerical/secretarial support to departmental staff and volunteers.

Other Duties

  • Assist with fairs, courts and other agency presentations as requested.
  • Attend all required staff meetings and supervisory meetings.
  • Assist supervisor with special projects as requested.

Job Skills/ Qualifications:

  • Answering phones in a prompt and courteous manner.
  • Ability to work with minimal supervision.
  • Verifying insurance.
  • Knowledge of insurance authorization/billing requirements.
  • Ability to work under pressure and with deadlines.
  • Computer proficiency in Windows, Microsoft Word, Excel and Access.
  • Ability to organize work and prioritize duties.
  • Basic writing, spelling and math skills.
  • Must be able to maintain confidentiality regarding clients and agency business. Fluently bi-lingual in Spanish and English.

Please submit resume and cover letter to Maria Guzman at mguzman@theparentingcenter.org.

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