Early Start Scheduler

$39,520 - $39,520/Yr

California Spectrum Services - Bakersfield, CA

Full-time - Entry Level

Onsite - Bakersfield, CA

About the position

The Early Start Coordinator/Scheduler at California Spectrum Services is responsible for managing scheduling and administrative tasks to ensure effective coordination between clients and team members. This role requires dependability, flexibility, and strong organizational skills to maintain records, schedule sessions, and assist in client intake procedures while adhering to HIPAA guidelines.

Responsibilities

• Maintain files and records with effective filing systems
• Schedule sessions for clients and team members; address client or team member concerns regarding scheduling
• Answer and make calls to clients and team members
• Prepare and send faxes
• Set appointments for admin and clinical team members
• Assist in ensuring contract fulfillment for each client based on contracted services
• Maintain up-to-date records on the availability of team members and clients
• Send emails to all CSS staff when changes are made to set schedules
• Coordinate intake procedures for clients
• Coordinate initial assessment process between insurance provider, caregiver, and CSS team members
• Input the necessary information into the scheduling database when changes are made by team members or caregivers
• Manage cancellations as they occur and arrange for coverage and/or make-up sessions
• Prepare and send monthly schedules to caregivers
• Input new client information into the database and update information as needed
• Book, coordinate, and reschedule client appointments as needed between all CSS team members and stakeholders
• Review all documentation related to client and team member scheduling, authorizations, and reports abiding by company policies
• Identify staffing needs and support recruitment of new positions
• Maintain strictest confidentiality and adhere to all HIPAA guidelines and regulations
• Provide professional support to CSS staff related to scheduling and case coordination between insurance providers
• May serve as primary receptionist (i.e., answering calls, greeting, assisting center visitors)
• Available after-hours and weekends to respond to urgent communications as needed

Requirements

• Experience in using computers and scheduling software
• Ability to work in a fast-paced office environment and strong ability to multi-task and problem solve
• Excellent organization and communication skills; attention to detail
• Positive and friendly attitude
• Must be flexible and adaptable to rapid changes in the daily work environment and be resourceful in solving problems
• Required: Medical clearance of active Tuberculosis
• Required: Department of Justice (DOJ) and Federal Department of Investigations clearance
• COVID-19 Vaccination

Nice-to-haves

• Bilingual

Benefits

• 401K after one year of employment
• Accrued Vacation Benefits
• Medical, Dental, and Vision Insurance
• 401(k) matching
• Paid time off
• Vision insurance