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DEPARTMENT:Â Clinical Services
POSITION TITLE:Â Central Scheduler
REPORTS TO:Â Clinical Assignment Coordinator
Salary:Â $ 65,000 annually
JOB TYPE: Full-Time
The Link & Option Center, Inc. is a Joint Commission–accredited outpatient State Certified Community Behavioral Health Clinic (CCBHC) serving the far Southside community and designated to serve the Southland region with locations in South Holland and Hazel Crest, Illinois. Founded in 1994, The Link & Option Center, Inc., provides comprehensive behavioral health services including assessment, psychiatry, therapy, crisis services, case management, and care coordination.
The Link & Option Center, Inc., is committed to delivering culturally competent, person-centered care that addresses both behavioral health needs and the social determinants impacting overall well-being. Through early identification, prevention, and treatment, The Link & Option Center, Inc., strives to improve the quality of life and strengthen the communities it serves.
JOB SUMMARY:
The Central Scheduler is responsible for coordinating and managing client appointments for clinical staff through the Central Scheduling System and Electronic Health Record System. This position supports efficient service delivery by scheduling individual, group, urgent, routine, and recurring appointments; providing appointment reminders and follow-up for missed visits; coordinating transportation needs; and ensuring clinical staff, supervisors, and support teams are informed of client scheduling needs. The Central Scheduler also assists with client engagement, room scheduling, receptionist duties, office organization, supply coordination, and collaboration with clinical and administrative staff to promote timely access to care and effective daily operations.
QUALIFICATIONS:
- Minimum high school diploma or GED, AA Degree or some college preferred
- Knowledge of Electronic Health Records systems, Microsoft Suite, and other scheduling software.
- Demonstrated ability to work collaboratively with clinical therapists, case managers, etc.
- Demonstrate excellence in communicating with professional staff and clients.
- Evidence of reliability and timeliness in performing assigned duties.
- Must be over 21 years of age
- Two (2) years minimum clerical and administrative experience
- Exemplary customer service and telephone etiquette skills
- Excellent interpersonal and strong verbal communication skills
- Excellent organizational and problem-solving skills
- Multi-tasking, follow-through skills, including strong attention to detail
- Excellent work ethic, including attendance and punctuality.
RESPONSIBILITIES
- Overall responsibility for scheduling individual and group appointments for TLOC clinical staff in the Central Scheduling System.
- Coordinate transportation needs for clients with their Case Manager/Recovery Support Specialist as needed.
- Conduct reminders for clients 24 hours in advance regarding their appointments.
- Conduct follow-up with clients regarding missed appointments.
- Reschedule clients as necessary.
- Schedule all therapy appointments utilizing the central scheduling system
- Ensure that clinical staff and supervisors are aware of client appointments.
- Schedule clients for Urgent or Routine appointments as outlined in the Central Scheduling workflow/protocol.
- Manage recurring appointments as requested by assigned clinician.
- Monitor and ensure maximum utilization of clinician schedules in the Electronic Health Record System.
- Work collaboratively with Case Managers/Recovery Support Specialists to ensure outreach and engagement for clients who are at risk of being lost to care (i.e. missed appointments and unable to contact).
- Manage the scheduling of “session rooms” at each location.
- Monitor the “Clinical Hub” for case assignments to clinical staff and schedule clients accordingly.
- Manage alerts in the Electronic Health Record System (DrCloud) inbox for Case Management Recovery Support (CM/RS) assistance with clients who are “No-Shows” and unable to be contacted.
- Perform receptionist duties at TLOC Living Room, including greeting clients, maintaining client sign-in sheets, and ensuring that clients are connected with their provider.
- Ensure that the offices are maintained in a clean and professionally presentable manner.
- Maintain the office supplies requisition form to ensure that office supplies are ordered and adequate to support the functions of the office.
- Work collaboratively with the Electronic Health Records Systems Administrator as needed.
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