Scheduling Specialist - Fair Oaks, CA
2 days ago
Job description
Position Summary
The Scheduling Specialist plays a critical role in supporting clinical operations by coordinating clinician and client schedules, managing referrals, and ensuring optimal utilization of authorized services. This position requires strong logistical coordination skills, proactive problem-solving, and exceptional organizational abilities to ensure clinicians maintain appropriate caseload capacity while clients receive timely and consistent services.
The ideal candidate thrives in a fast-paced healthcare environment, is detail-oriented, and can balance multiple moving pieces while maintaining professionalism and efficiency.
Key Responsibilities
Scheduling & Caseload Management
- Coordinate and maintain clinician schedules to ensure optimal capacity and productivity
- Schedule client sessions in alignment with clinician availability and client needs
- Monitor clinician caseloads to ensure sufficient clinical hours and balanced workloads
- Proactively identify scheduling gaps and implement solutions
- Adjust schedules in response to cancellations, changes in authorization, or staffing updates
Referral & Intake Coordination
- Manage incoming referrals and track status from intake through service initiation
- Coordinate client placement with appropriate clinicians based on location, availability, and specialty
- Maintain referral pipeline to support clinician capacity needs
- Communicate with families and referral sources regarding scheduling and next steps
Authorization & Utilization Oversight
- Track authorized service hours and ensure sessions are scheduled within approved limits
- Monitor utilization rates to prevent under- or over-utilization of services
- Collaborate with clinical and billing teams regarding authorizations and service delivery
- Flag upcoming authorization expirations and coordinate re-authorization scheduling
Operational & Administrative Support
- Maintain accurate scheduling data within EHR/practice management systems
- Generate scheduling and utilization reports as needed
- Ensure compliance with organizational and payer requirements
- Communicate schedule updates clearly and professionally with clinicians and families
- Support operational efficiency through continuous process improvement
Qualifications
Required:
- 2+ years of scheduling, logistics, healthcare coordination, or operations experience
- Strong organizational and time-management skills
- High attention to detail and accuracy
- Ability to manage multiple priorities simultaneously
- Proactive and solution-oriented mindset
- Excellent written and verbal communication skills
- Proficiency with scheduling software, EHR systems, and Microsoft Office/Google Workspace
Preferred:
- Experience in behavioral health, ABA, or healthcare services
- Experience managing insurance authorizations
- Familiarity with clinician productivity and utilization tracking
Core Competencies
- Logistics coordination
- Capacity planning
- Critical thinking and problem-solving
- Professional communication
- Systems management
- Adaptability in a fast-paced environment
What Success Looks Like in This Role
- Clinicians maintain consistent, full caseloads aligned with capacity
- Clients are scheduled promptly and efficiently
- Authorized hours are utilized appropriately
- Scheduling gaps are minimized
- Referrals are processed in a timely and organized manner
Job Type: Part-time
Pay: $ $26.00 per hour
Expected hours: 20 – 30 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
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