Scheduling Coordinator
Primary responsibilities:
• Coordinates new therapist induction training and ensures that the relevant feedback of trainee’s progress is tracked and communicated to the Clinical ABA Department, HR Manager and HR Personnel.
• Schedules new therapist trainees overlaps with senior therapist and/or trainer therapist.
• Communicates with clients and therapists regarding trainee overlaps.
• Schedules drop in evaluations for therapist with Case Managers and Senior Therapist.
• Coordinates with the Clinical Department to ensure therapist are scheduled for upcoming trainings which are needed.
• Communicates with the Human Resources Manager and the Directors about all therapist concerns.
• Coordinates with HR regarding therapist leave requests including sick and annual leave.
• Coordinates with HR and Clinical Department regarding therapist training and exam dates.
• Prepares weekly scheduling minutes of meetings
• Prepares weekly incident report.
• Receives schedule change request forms from clients and discusses the request in weekly scheduling meeting
• Notifies clients regarding schedule changes such as substitute session and cancellations as needed
• Double checks schedules from Therapist to Client to ensure no double bookings or mistakes
• Sends all clients weekly schedules
• Ensures that the center provides substitute therapy sessions to all clients upon therapist initiated cancellations.
• Informs therapist regarding substitute session, cancellations and schedule changes
• Prepares therapists hours and availability on weekly basis
• Ensures that Scheduling Department prepares monthly reports and spreadsheets detailing cancellations and therapist hours sold.
• Ensures client scheduling requests and clinical recommendations are met.
• Minimizes the number of center initiated cancellations.
• Prepares a summary of client’s cancellations and present to Clinical Director before the client’s team meeting
Other Responsibilities:
• Answers a high volume of calls and maintains rapid response rate according to agreed standards.
• Communicates professionally and liaises verbally and in writing between client and other staff and interprets and responds clearly and effectively to spoken requests over phone and in verbal or written communication.
• Establishes and maintains effective working relationship with co-workers, supervisors and general public.
• Maintains regular consistent and professional attendance, punctuality, appearance, and adherence to relevant health and safety procedures.
• Pursues personal development of skills and knowledge necessary for the effective performance of the role.
• Arranges and participates in meetings, conferences, and project team activities.
• Promotes equality and diversity as part of the culture of the organization;
• Arrives on time; minimal cancellations.
• Represents CLEMC and CEIMC professionally and ethically.
• Maintains accurate and timely records including timesheets.
• Assists with other administrative tasks when required
• Providing such other services as are ancillary to the foregoing or as the Employer may reasonably request (preparing therapy material, etc.) (collectively, the “Services”)
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• Coordinates new therapist induction training and ensures that the relevant feedback of trainee’s progress is tracked and communicated to the Clinical ABA Department, HR Manager and HR Personnel.
• Schedules new therapist trainees overlaps with senior therapist and/or trainer therapist.
• Communicates with clients and therapists regarding trainee overlaps.
• Schedules drop in evaluations for therapist with Case Managers and Senior Therapist.
• Coordinates with the Clinical Department to ensure therapist are scheduled for upcoming trainings which are needed.
• Communicates with the Human Resources Manager and the Directors about all therapist concerns.
• Coordinates with HR regarding therapist leave requests including sick and annual leave.
• Coordinates with HR and Clinical Department regarding therapist training and exam dates.
• Prepares weekly scheduling minutes of meetings
• Prepares weekly incident report.
• Receives schedule change request forms from clients and discusses the request in weekly scheduling meeting
• Notifies clients regarding schedule changes such as substitute session and cancellations as needed
• Double checks schedules from Therapist to Client to ensure no double bookings or mistakes
• Sends all clients weekly schedules
• Ensures that the center provides substitute therapy sessions to all clients upon therapist initiated cancellations.
• Informs therapist regarding substitute session, cancellations and schedule changes
• Prepares therapists hours and availability on weekly basis
• Ensures that Scheduling Department prepares monthly reports and spreadsheets detailing cancellations and therapist hours sold.
• Ensures client scheduling requests and clinical recommendations are met.
• Minimizes the number of center initiated cancellations.
• Prepares a summary of client’s cancellations and present to Clinical Director before the client’s team meeting
Other Responsibilities:
• Answers a high volume of calls and maintains rapid response rate according to agreed standards.
• Communicates professionally and liaises verbally and in writing between client and other staff and interprets and responds clearly and effectively to spoken requests over phone and in verbal or written communication.
• Establishes and maintains effective working relationship with co-workers, supervisors and general public.
• Maintains regular consistent and professional attendance, punctuality, appearance, and adherence to relevant health and safety procedures.
• Pursues personal development of skills and knowledge necessary for the effective performance of the role.
• Arranges and participates in meetings, conferences, and project team activities.
• Promotes equality and diversity as part of the culture of the organization;
• Arrives on time; minimal cancellations.
• Represents CLEMC and CEIMC professionally and ethically.
• Maintains accurate and timely records including timesheets.
• Assists with other administrative tasks when required
• Providing such other services as are ancillary to the foregoing or as the Employer may reasonably request (preparing therapy material, etc.) (collectively, the “Services”)
Apply to Job