Scheduler

Position Competencies:
1. Must have excellent computer skills.
2. Must be well organized and have good interpersonal skills.
3. Must be a self-starter and demonstrate ability to follow through with projects and tasks.
4. Knowledge of electronic health records, Google calendar, and Microsoft suite.
5. Must be able to work with multidisciplinary teams.
Position Requirements:
1. Must be able to pass California State Department of Justice criminal background
investigation, Live Scan and/or fingerprinting.
2. High School Diploma or equivalent or BA Degree preferred in sociology, psychology, or
other related fields.
3. Three years’ experience in clerical / administrative positions within the healthcare and/or
behavioral health settings. Experience in scheduling is preferred.
Primary Duties:
1. Schedule all initial and follow up medical provider appointments.
2. Maintain information of all scheduled appointments in the providers google calendars
and the Electronic Health Record.
3. Collaborate with treatment teams, managers, nurses, and providers to ensure timely and
consistent scheduling of all initial and follow-up client appointments.
4. Collect data as assigned regarding client psychiatric appointments.
BAFMA – SCHEDULER Page 2 of 4
5. Conduct follow-up reminder calls to confirm all medical appointments and ensure
clients are being seen on a consistent basis in collaboration with the treatment teams
and program managers and directors.
6. Maintain timely communication with the treatment team, program managers, and
directors when there are barriers to scheduling appointments.
7. Update any changes to schedules in the Google calendar and Electronic Health Record
in real time and notify the team of changes where appropriate.
8. Utilize a customer service approach and effective communication skills when
communicating with staff and clients. This involves utilizing active listening
techniques, de-escalation skills, interpersonal skills to manage conflict, and managing
frustrating situations with a positive attitude.
9. Ensure that all written communication via email to staff is done in a professional
manner using proper grammar, and proofread all correspondence before sending.
10. Ensure any client who has canceled or did not show up for appointments is rescheduled
within 2 business days.
11. Maintain a list of all pending initial evaluations, crisis clients, or priority clients, and
ensure that these clients are adjudicated in a timely manner.
12. Review all referrals provided for medical appointments and confirm the accuracy of the
information.
13. Verify the accuracy of clients' phone numbers and update the electronic health record
when it has been changed.
14. Update the clients staff relationship to the provider once they have completed an initial
evaluation with that provider. Update any changes to the staff relationship if the client
is changed to a new provider.
15. Other administrative duties as assigned.