Scheduling Manager

Playabilities is a multi-disciplinary pediatric occupational, physical, and speech therapy clinic located in Johnson County, Kansas. We provide personalized, intensive, and client-centered therapy services for children with various neurodevelopmental disabilities including developmental delays, autism, and sensory processing disorder. We provide a relaxed, yet professional work environment comprised of a collection of highly motivated, self-driven therapists who feed off of each other’s love for their job and compassion for helping our families. The culture of our clinic is service-oriented, and our highest objective is providing the best possible treatment and care for our clients, every step of the way.

Playabilities take great pride in having a culture of belonging and excellence. Each employee embodies Playabilities’ Core Values.

Passionate about making a difference

• We are energized through serving others.

• We strive for personal and professional growth to continuously better serve our company and community.

• We prioritize relationships and make all decisions, but especially people decisions, with integrity.

• We provide connections and build relationships as a foundation of our services. We build skills and resilience after this foundation is built.

Share joy and have fun

• We approach our interactions with our families with the intention of helping them achieve and maintain “joie de vivre” or joy of life!

Job Description

Under the general direction of the Administrative Team Lead, the Scheduling Manager will perform all duties associated with the scheduling process for services at their respective Playabilities Clinic while maximizing an Electronic Medical Records (EMR) system.

Responsibilities:

• Act as EMR Superuser and maintain user groups for best practices.
• Architect therapist schedules to maximize each therapist’s schedule and caseload.
• Communicate frequently with therapists to ensure scheduling meets desired evaluation frequency and weekly hours.
• Manage scheduling for new evaluations, maintaining a consistent rotation with consideration for client/therapist profile.
• Maintain an active and updated waiting list for clients, ensuring no client waits longer than 3 months for daytime availability.
• Manage therapist schedules by updating them with client and therapist information.
• Ensure coverage for therapists on leave by arranging alternative therapists or utilizing the PRN Therapist List.
• Communicate any coverage issues, scheduling needs, or therapist hour changes with the supervisor for continuous patient care.
• Participate in weekly Recruiting Meetings to address staffing needs.
• Provide clinic capacity and phantom schedules.
• Lead weekly Scheduling Meetings with the Administrative Team Lead to analyze scheduling trends and needs.
• Lead weekly Potential Client Meetings with Office Coordinators to streamline the intake process.
• Monitor client absences and respond proactively to attendance issues.
• Communicate promptly with families to meet client, therapist, and clinic needs within 2 business days.
• Act as a liaison for families with questions or concerns.
• Exemplify Playabilities’ Core Values and Management Team Focus.
• Support leadership and management teams in implementing quality control strategies.
• Mentor and steward the professional development of the Clinic Office Coordinator.
• Ensure clear communication, uphold core values, maintain efficient processes, and enforce policies.
• Utilize clinic administrative support for accurate, efficient, and timely processes.
• Adhere to HIPAA and maintain strict confidentiality.
• Follow confidentiality guidelines outlined in the Employee Handbook.

Playabilities’ Team Members will constantly strive to be the best pediatric therapy service provider in the region by continuously improving, going above and beyond, exceeding all expectations, and practicing Playabilities’ Core Values. All Playabilities Team Members are required to adhere to the Health Insurance Portability and Accountability Act (HIPAA) and maintain strict confidentiality concerning all patient, employee, and company proprietary information.  The Office Coordinator is expected to abide by the confidentiality guidelines in the Employee Handbook.

Other duties as assigned.

Expectations

The role demands high flexibility and adaptability to cater to the clinic's dynamic needs. The Office Coordinator excels in determining daily priorities, problem-solving, and self-initiating supportive tasks throughout the day to ensure smooth processes for families and therapists alike.

Requirements

• Bachelor's degree in healthcare administration, business, or related field
• 3-5 years of healthcare scheduling experience
• 3-5 years experience using an Electronic Medical Records system (EMR)/ Prior Raintree experience highly preferred
• 4-6 years customer service experience
• 1-2 years management experience
• Prior therapy clinic experience highly preferred (Occupational, Physical, or Speech Therapy)
• Prior medical office experience preferred

In-person, 40-hour work week, Monday-Friday

Location

This position will be at our Olathe clinic. 

Benefits

Full-time employees are eligible to participate in our benefits package. Benefits include health, dental, and vision insurance. We also offer life insurance and short-term disability so you can take care of yourself and your family!  Benefits are effective on the first day of the month after an employee is hired.

EEO Statement

Playabilities for Sensational Kids is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against based on disability.

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