Job Description

We deliver exceptional service by hiring extraordinary talent!

We are looking for a highly detail oriented and organized individual to add to our Scheduling team.

The Scheduler is responsible for creating, maintaining, and updating weekly and daily schedules for staff and patients. They ensure that all patients have an assigned staff member each day they are scheduled for services. The Scheduler analyzes data of staff non-billable time, staff and patient attendance, and overtime

About Us

LittleStar is a truly unique and special place for individuals and families affected by autism. Our Indiana applied behavior analysis centers are staffed and operated by a team of kind, welcoming professionals who are among the most experienced in providing ABA therapy for children, teens and young adults.

Why Work at LittleStar?

• We are a non-profit organization, so we always focus on what is best for the individuals we serve
• Quality training and a supportive team
• A friendly and relaxed atmosphere

GREAT BENEFITS

• Three options for medical and two options for dental (50% paid by LittleStar)
• Vision (100% paid by LittleStar)
• Generous paid time off and paid holidays
• 401k with company match

​​​​ Essential Duties and Responsibilities

• Responsible for ensuring all patient appointments are scheduled each week
• Responsible for scheduling for both RBT and DSP staff
• Monitors and minimizes staff non-billable time
• Ensures all staff absences are handled in a timely manner
• Responsible for checking text messages and voicemails regarding staff tardiness/absences outside of business hours (cell phone provided by LS)
• Approves or denies Paid Time Off (PTO) requests, and communicates decision with staff
• Responsible for coordinating training schedules with Training Department for new staff
• Assigns patient schedules to new staff members
• Manages schedules on scheduling platform
• Able to run and analyze reports on scheduling platform
• Ensures schedule meets the clinical requirements of the patient
• Responsible for disseminating communication to staff about schedule changes
• Reviews time clock reports, overtime reports, and utilization reports
• Assesses and documents staff tardiness and absences
• Issues verbal and written warnings for excessive staff tardiness and absenteeism
• Tracks patient attendance trends, and communicates with families regarding attendance issues
• Assesses staffing needs and communicates to Recruiting Team
• Works collaboratively with Clinical Team and Intake Services Director to schedule start dates for new patients
• Communicates and collaborates with other Schedulers to plan for patient transitioning to other programs
• Acts as a positive role model for all staff, families and children working with LS
• Works to positively impact team spirit and overall morale  Shows a caring approach to scheduling needs of patients and staff
• Uses customer service skills to communicate with families, and all levels of staff within the organization
• Maintains professional communication with staff and families during high stress times
• Maintains client confidentiality per LS policy and HIPAA Privacy Rule Regulations
• Adheres to all LS policies and procedures
• Performs other duties as assigned by the Systems Operations Director
• Maintains client, family and employee confidentiality per LS policy and HIPAA Privacy Rule Regulations.
• Promotes a positive company culture with open communication, respect, and teamwork

Educational Qualifications and Skills

• High School diploma or GED required
• 3 years of relevant scheduling experience preferred
• Must be 18 years of age or older
• Proficient with Microsoft Outlook and Teams
• Highly motivated to work with minimal supervision
• Comfortable communicating with families
• Ability to communicate with individuals of all levels within the organization
• Strong organizational and time management skills
• Possesses strong multi-tasking skills
• Ability to independently prioritize tasks
• Good judgment and creative thinking skills
• Possesses strong attention to detail
• A positive team player and energetic professional
• Proficient in Microsoft Word and Excel
• Discretion in matters that need to remain private

Core Values

Real Care, Real Advocacy, and Real Progress

Supervisory Responsibility
This position has no supervisory responsibility.
Work Environment
Position works remotely (subject to change) but should be available to be onsite if the need arises. This role routinely uses standard office and audiovisual equipment.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.
While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk, climb stairs, use hands to finger, handle or feel; and reach with hands and arms. Must be able to lift up to 25 pounds.
Reasonable accommodations can be provided to assist or enable qualified individuals with disabilities to perform the essential functions of the position, upon request.
Travel
Travel is generally not expected for this position but may be occasional to remote sites and/or training events or conferences, as needed.

This Employer Participates in E-Verify and All Offers of Employment are Contingent Upon Clear Results of a Background Check