We´re seeking a detail-oriented, part-time Scheduling Support Specialist to support documentation integrity and schedule management across our regions. This role is central to keeping session documentation clean and current, minimizing lost service hours from cancellations, and maximizing makeup session capture. The position requires availability during overnight and/and early morning U.S. hours to process schedule changes before the clinical day begins.
Key Responsibilities
Documentation Management
- Monitor and track open session notes daily; issue reminders via email and text message and escalate aging notes per established thresholds
- Link session notes to corresponding appointments and lock completed documentation within required timeframes
- Conduct ongoing data cleanup and reconciliation within Passage (EHR), flagging discrepancies to clinical leadership
- Maintain documentation compliance reports and provide weekly status summaries
Schedule and Cancellation Management
- Process overnight and early morning cancellation notifications; update systems and notify affected staff and families before the start of the clinical day
- Maintain and apply client backup availability records to convert cancellations into rescheduled sessions
- Coordinate RBT coverage requests through regional coverage channels to fill open sessions
- Track cancellation and makeup data by client, technician, and region; produce recurring reports against organizational targets
Program Support
- Support cancellation reduction initiatives, including staff recognition programs and tracking of participation
- Support consistent use of client commitment and attendance expectations at intake and onboarding
Performance Metrics
- Cancellation rate maintained below 20%
- Makeup session capture rate of 50% or higher
- Open notes resolved within organizational timeframe standards
- Accuracy and timeliness of linking and locking
Qualifications
- 2+ years in administrative, scheduling, or healthcare operations support, preferably in ABA, behavioral health, or a multi-site clinical setting
- Experience with EMR or practice management systems; Passage experience strongly preferred
- Strong written English communication skills
