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Scheduling Assistant

Behavioral Health Works

This is a Full-time position in Anaheim, CA posted June 17, 2022.

Scheduling Assistant

The Scheduling Assistant provides support to the overall Scheduling Department to ensure client schedules are coordinated with provider schedules. The Scheduling Assistant reports directly to the Scheduling Supervisor.

Starting pay $17/hr

Essential Job Duties:

  • Communicates schedule changes to all appropriate parties (e.g. time off requests, cancellations, make-up appointments, etc.)
  • Sends substitute alerts to staff, identifies eligible substitute staff, updates scheduling call log, etc.
  • Audits employee schedules to verify accuracy (e.g. scheduled meal breaks, no overlapping appointments, etc.)
  • Monitors and applies action daily to assigned tasks on the Scheduling Request Form Responses
  • Follows up with appropriate parties on unrendered appointments and session without client/provider signatures
  • Schedules appointments for early-start clients and reserves therapy rooms for sessions (Early Start Service Assistants Only)
  • Prepares assessment packets for Speech Language Pathologists (SLP) and Occupational Therapists (OT) (Early Start Service Assistants Only)

Minimum Qualifications:


  • Minimum of a High School Diploma or GED
  • Excellent communication skills
  • Excellent organization skills
  • Ability to communicate effectively using both written and verbal skills
  • Commitment to upholding the companys mission and vision to the community
  • Proficient with Microsoft Office (Word, Excel)


  • Bilingual in Spanish and/or Vietnamese
  • Customer service experience
  • Proficient with the Google Drive, Google Docs, and Google Sheets

Position Duties and Responsibilities

The following statements are intended to describe the major elements and requirements of the position and should not be taken as an all-inclusive list of responsibilities, duties, and skills required of individuals assigned to this job.

Professionalism, Organization & Communication

  • Understand, respects, and displays sensitivity to culture, age and persons with disabilities.
  • Demonstrates a high degree of accuracy and attention to detail at all times
  • Independently recognizes and performs duties which need to be done without being directly assigned
  • Maintains and abides by all BHW policies and procedures, objectives, quality assurance programs and safety standards
  • Uses effective collaborative strategies as evidenced by recognizing and understanding that as a member of an interdependent group, collaboration and compromise is required in order to maintain the effectiveness of the group as a whole to effectively resolve problems
  • Displaying teamwork ability to promote cooperation and collaboration; gaining support for programs and goals; establishes rapport with families, clients and professional staff
  • Establishes priorities; organizes work and time to meet them
  • Maintains appropriate boundaries with staff, families and other professionals
  • Uses time effectively and constructively; does not abuse supplies, equipment, and services
  • Accepts constructive criticism in a positive manner
  • Complies with company dress code; responds to and checks emails every 24 business hours

Problem Solving & Knowledge Base

  • Recommends solutions to problems with program development and implementation
  • Able to resolve issues at the lowest level possible by proposing workable solutions
  • Follows through until issue is resolved: continues to attend to and assume responsibility for an issue until it is successfully resolved
  • Expresses needs to fellow staff in a clear and respectful manner
  • Able to escalate concerns for resolution
  • Effectively listens to the needs of staff and/or families using empathy and active listening strategies; able to provide supportive feedback
  • Demonstrates the ability to communicate difficult or sensitive information to family and/or staff
  • Demonstrates effective conflict resolution skills and does not avoid conflicts

Task/ Competency (Clinical Responsibilities)

  • Responds to critical family/client issues
  • Maintains communication with all staff within agency; responds to staff concerns in a timely manner
  • Maintaining appropriate relationships with Clinical Directors and Clinical Managers (i.e., supportive and approachable, but maintains leadership role)

Understanding of the Organizations Purpose & Philosophy

  • Understands and can clearly articulate Behavioral Health Works mission and values
  • Conversant with program policies and procedures; familiar with and abides by the programs Employee handbook and Ethical Code of Conduct
  • Understands and can articulate BHWs treatment approach and emphasizes the client first model in all aspects of the position

*Promotions are not guaranteed and are based on open agency positions and at the discretion of agency directors
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