Scheduling Assistant

POSITION OVERVIEW

Virtual Assistant - Scheduler plays a critical role in maintaining continuity of care, therapist consistency, and operational efficiency while supporting compliance with California labor requirements, including meal and rest break compliance. This position requires strong attention to detail, timely communication with staff and families, and the ability to manage multiple scheduling systems simultaneously.

The ideal candidate is organized, solution-oriented, and able to manage high-volume scheduling requests while maintaining accuracy and professionalism when handling sensitive client information.

Key Responsibilities:

Scheduling Coordination

1. Coordinate and maintain therapy schedules for clients based on therapist availability, client needs, and service requirements.
2. Input, update, and manage schedules using company scheduling systems and platforms.
3. Monitor and adjust schedules as needed to address cancellations, therapist availability, and service changes.
4. Ensure therapist schedules remain optimized to maintain service continuity and reduce gaps.

Communication & Coordination

1. Communicate with therapists, clinical staff, and families regarding scheduling updates, confirmations, and changes.
2. Respond promptly to scheduling inquiries via phone, email, or internal communication platforms.
3. Coordinate with clinical leadership to ensure scheduling aligns with treatment plans and operational priorities.

Client Scheduling Support

1. Maintain accurate client records in scheduling systems.
2. Ensure client availability and preferences are updated and documented.
3. Assist families with scheduling questions and appointment confirmations.

Administrative Support

1. Track therapist availability, time-off requests, and schedule adjustments.
2. Prepare and distribute weekly or monthly schedules when required.
3. Generate scheduling and attendance reports as requested by leadership.
4. Maintain accurate documentation related to scheduling operations.

The contractor may be asked to perform tasks that are not listed in the responsibilities.