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Service Coordinator

The Stepping Stones Group Ventura, CA

  • Expired: over a month ago. Applications are no longer accepted.
Job Description
Star of CA is looking for a Service Coordinator to join our teams in Ventura, CA! 

Job Summary: 
Under the direction of the Scheduling Supervisor and Service Manager, the Service Coordinator- Scheduler provides general administrative support and professional customer service by obtaining and verifying client demographic and insurance information for medical authorizations of service, prior to scheduling service appointments to ensure contract compliance. Primary objective is to minimize the impact of client/staff appointment cancellations and to proactivity manage authorizations of service to maximize treatment utilization and avoid gaps in service. The Service Coordinator- Scheduler will be direct daily contact with clinical staff and clients on an as needed basis. 

Essential Job Functions include but not limited to: 
  • Scheduling: Manages client and staff schedules and coordinates client availability for appointments with staff availability and proactively communicates any issues to management. Manages day-to-day appointment and schedules client make up sessions in the event of illnesses, change in location and/or vacations.
  • Communication: Communicates schedule changes to client families and staff in a timely fashion via phone, Tigerconnect or Email Communications.
  • Caseload Fulfillment: Works closely with the Clinical Managers and client Supervisors to ensure client recommended treatment hours are fully scheduled and company policies are being followed
  • Contract Fulfillment: Performs weekly Contract Fulfillment audits for payroll and billing purposes, ensuring appointment requirements are met and are converted.
  • Data Integrity: Performs audits on practice management system contact records to ensure labels, meta data, and assignments accurately reflect cost centers.
  • Reporting: Prepares weekly reports for management including appointment cancellation statistics, existing caseload assignments and program capacity reporting. 
  • Substitute Coordination: Assists in the evening with the day-to-day appointment fulfillment by addressing staff substitutions and client make up sessions in the event of illnesses, change in location and / or vacations 8. Perform general office and administrative tasks as assigned by Director or Service Manager 

Minimum Education or Training Equivalent to: 
  • Associate’s degree from an accredited college. 
  • The equivalent of one plus years prior medical scheduling experience in a similar office setting. 
Special Qualifications (Skills, Abilities, Licenses): 
  • Strong written and oral communication skills 
  • Type test required with proof of 45+ WPM 
  • Must exercise utmost diplomacy and tact to provide excellent customer service for clients 
  • Practices confidentiality and privacy protocols in accordance to company policies and HIPAA requirements 
  • Extensive software skills are required including Microsoft Office [Word, Excel, PowerPoint, OneNote, Teams and SharePoint] 
  • Ability to read and interpret data, information and documents; analyze and solve non-routine and complex office administrative problems; use math and mathematical reasoning; observe and interpret situations; learn and apply new information or skills 
  • Perform highly detailed work on multiple, concurrent tasks 
  • Work under intensive deadlines with frequent interruptions; and interact with managers, staff, clients, the public and others encountered in the course of work 
  • Information technology, organizational and presentation skills 
  • Ability to multi-task and prioritize work in constantly changing environment 
Physical Requirements: 
  • Regularly required to sit, walk and stand; talk or hear, both in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; reach with hands and arms; and lift up to 10 pounds. (100% of the time) 
  • Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus. (100% of the time) 
  • Extended use of the computer and phone (100% of the time) 
Apply today, resume required.

The Stepping Stones Group

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Ventura, CA



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