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Cortica is looking for an experienced Regional Manager of Scheduling Operations to help drive the overall performance of the scheduling department. In this role, you will work with other scheduling managers and lead a team of area scheduling supervisors. In collaboration with the Head of Scheduling, you will standardize scheduling processes across the centers, as well as partner with the Operations Leaders at the Area, regional, and organizational level. You will facilitate optimal scheduling workflow and efficiency. The position may require you to work on Eastern Standard time or Pacific Standard time based on the needs of the organization.
DUTIES AND RESPONSIBILITIES:
Key Responsibilities:
Overall Responsibilities:
MINIMUM EDUCATION AND EXPERIENCE:
Skills & Abilities:
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 this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
WORK ENVIRONMENT:
DESCRIPTION:
Cortica is looking for an experienced Regional Manager of Scheduling Operations to help drive the overall performance of the scheduling department. In this role, you will work with other scheduling managers and lead a team of area scheduling supervisors. In collaboration with the Head of Scheduling, you will standardize scheduling processes across the centers, as well as partner with the Operations Leaders at the Area, regional, and organizational level. You will facilitate optimal scheduling workflow and efficiency. The position may require you to work on Eastern Standard time or Pacific Standard time based on the needs of the organization.
DUTIES AND RESPONSIBILITIES:
Key Responsibilities:
- Oversee and support a team of area scheduling supervisors who direct scheduling operations across a national level
- Develop hiring plan and execution of scheduling staff for new Areas and/or clinics as needed
- Onboarding and early operational oversight of scheduling staff for existing and new clinics and/or Areas as needed
- Collaboration with other Operations Leadership to ensure smooth scheduling execution at new and existing clinics and/or Areas
- Serves as a point of contact for Scheduling Functions for Technology Adoption or Evolution
- Collaborates with Technology to ensure continual improvement of tools used in Scheduling operations
- Collaborates with Learning and Development to manage and update scheduling training as needed
- Participates and represents Scheduling in cross functional team workgroups and/or committees and implements any Scheduling workflow changes across all Areas, in collaboration with the Head of Scheduling
- Collaborate with Operations Leadership (Manager, ADs, Head of Scheduling etc.) to identify and resolve issues relating to scheduling and standardizing processes.
- Ensure the implementation of all scheduling guidelines and processes across Areas to achieve optimal scheduling plans for Cortica clients while maximizing clinician productivity targets
- Ensure productivity and workflow efficiency of the Scheduling Team, including even distribution of workload among the team
- Identify organization-wide scheduling demands and roadblocks and communicate findings and suggestions to Head of scheduling.
- Serves as Area Scheduling Supervisor for new developing clinic and/or Area
- Conduct annual performance reviews, 1:1 meetings, and act as a liaison between the scheduling team and HR Department, as needed
- Weekly and monthly reporting on scheduling data such as: KPI targets, scheduled hours, contract fulfillment, cancellations, PTO and coverage plans, scheduling scorecards and others, as requested by the Head of Scheduling.
- Other duties as assigned by Operations Leadership
Overall Responsibilities:
- Serve as a liaison between the Scheduling Team and other key departments in Cortica such as Billing, Enrollment, Marketing etc.
- Practice knowledge of HIPAA policies and guidelines while communicating client matters
- Establish priorities, manage time effectively, and meet deadlines assigned by Head of Scheduling
- Maintains flexibility in schedule and work hours to meet Operations department needs
- Monitor job satisfaction and employee/team engagement within the scheduling department
- Handle a heavy volume of calls, emails, portal messages
- Other duties may be assigned to meet business needs
MINIMUM EDUCATION AND EXPERIENCE:
- Must have been an employee within Cortica for a minimum of 2 years or have at least 4 years’ experience in scheduling operations at a manager level or higher.
- Must have at least one year of management experience leading administrative teams in a clinical setting
- Must have a natural inclination toward or skillset in dealing with conflict, difficult conversations, and/or people-related issues.
- Must have a willingness to travel to various Cortica locations as needed
Skills & Abilities:
Excellent attention to detail, communication, and organizational skills. Understanding of written sentences and paragraphs in work related documents. Ability to manage own time and the time of others. Effective communication skills, including written and verbal communication that is appropriate for the audience. The ability to problem solve quickly and effectively. The ability to seek out help as needed. The ability to present information succinctly and efficiently to an audience that may vary from families, team members and executives.
Knowledge of Microsoft Word, Excel, Microsoft Outlook and Internet Applications. Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
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 this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job the employee must occasionally lift and/or move up to 25 pounds.
WORK ENVIRONMENT:
Work may occur in the clinic and/or off-site remotely. Business casual work attire and professionalism should always occur.
- Note: The statements herein are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.
About Cortica:
Cortica is a leading provider of advanced neurological therapies for children with autism and other developmental differences. We offer in-home, in-clinic, and telehealth services that empower families to achieve long-lasting, transformative results.
