Intake Scheduler

Daily Scheduling and Calendar Coordination

• Manage daily intake schedules across assigned sites, clinicians, and service types.


• Add, adjust, and remove appointments, placeholders, and calendar blocks based on operational needs.


• Assign clients to available staff in alignment with scheduling guidelines, queue visibility, and management direction.


• Maintain accurate staff calendars, including:

• Availability


• Absences


• Lunch coverage


• Telehealth vs. in-office status


• Same-day capacity changes

• Adjust schedules throughout the day to account for walk-ins, no-shows, urgent needs, staff absences, over-capacity situations, and workflow disruptions.

Intake Queue Management

• Utilize queue management tools to monitor client status and staff availability in real time.


• Update queue stages to ensure efficient progression from check-in through intake completion.


• Monitor queue alerts, pending assignments, and wait times to prevent delays and bottlenecks.


• Apply established assignment logic (e.g., least-utilized, next-available routing).


• Escalate queue issues, staffing constraints, extended wait times, or assignment barriers to the Intake Manager.

Staff Assignment Coordination

• Coordinate real-time client assignments based on staff capacity, availability, and workflow needs.


• Reassign clients as needed due to PTO, breaks, call-outs, extended sessions, or other disruptions.


• Maintain a balanced and functional schedule throughout the day.


• Support implementation of coverage plans, including affiliate, float, and shared staff resources.

Communication and Operational Support

• Collaborate closely with the Intake Manager, Front Desk, and Intake staff regarding schedule changes and client flow.


• Provide real-time updates on staffing changes and queue conditions requiring adjustment.


• Support coordination of scheduled and walk-in clients to align with operational priorities.


• Communicate internal updates regarding wait times, assignments, and next steps as needed.

Schedule Maintenance and Accuracy

• Run and upload daily scheduling reports into the queue management system, ensuring timely updates.


• Audit scheduling reports for accuracy and data integrity.


• Track scheduling issues, over-capacity events, reassignment needs, and workflow barriers.


• Maintain accurate records of staff availability and intake scheduling activity.


• Identify recurring scheduling issues and report trends to the Intake Manager.

Customer Service and Access Support

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  • Promote timely access to services by maintaining an organized and responsive schedule.
  
  
  • Reduce delays through proactive schedule management and reassignment.
  
  
  • Support a calm and efficient intake environment by ensuring scheduling facilitates client flow.
  
  
  • Demonstrate professionalism, urgency, and flexibility when interacting with staff and clients in a high-volume setting.
  
  
  
  

QUALIFICATIONS

EDUCATION:

Must be a high school graduate or have HS equivalent

EXPERIENCE:

• 1+ years of administrative experience Microsoft office software required.


• One year experience in medical office or healthcare with direct patient care/interaction in past 3 years preferred. 

PERFORMANCE COMPETENCIES:

• Communication


• Decision Making


• Engagement


• Initiative and Accountability


• Interpersonal


• Learning


• Organizational Alignment


• Quality of Work

• Strong organizational and multitasking skills


• Ability to manage frequent schedule changes in real time


• Strong attention to detail and accuracy


• Ability to use queue management tools, EHR/scheduling platforms Excel, and shared tracking tools


• Ability to communicate clearly with multiple departments in a fast-paced setting


• Strong problem-solving skills and ability to escalate appropriately


• Ability to remain calm and organized in high-volume, rapidly changing situations