Medical Scheduler (Full-Time/Part-Time)

CASES is a leading nonprofit provider of alternative-to-incarceration and mental health treatment programs for youth and adults in New York City who have become involved in the criminal justice system. We keep people out of jail and prison by engaging them in effective services that help them achieve success in the community. Our programs range from multi-year, citywide jail and prison alternatives to neighborhood-based, after-school services designed to help prevent a young person’s first arrest. We specialize in services for young people age 16-26 and for individuals with serious mental illness. Over the past six years, CASES has significantly expanded, more than doubling annual revenue and total staff. The organization is deeply engaged in critical reform efforts including to significantly reduce the use of cash bail, ensure youth are treated as youth by the criminal justice system, and close Rikers Island.

Overview: CASES seeks organized Medical Schedulers in a busy outpatient mental health clinic in Central Harlem. The medical scheduler must be energetic, reliable and have great customer service. This is a critical position located in the receptionist area of the clinic. The scheduler is the first point of contact in reception for youth, families, and adults accessing treatment for serious mental illnesses and co-occurring substance use disorders. The position requires a candidate with medical office experience, as well as Medicaid, Managed Care, Medicare, Third Party insurance and sliding scale fees. The scheduler must have the ability to manage frequent and demanding contact with clients. Ideal candidates will be able to multi-task, work with accuracy and manage stressful situations. Mission driven candidates interested in joining a team that serves criminal justice-involved clients are encouraged to apply.

All applicants must comply with CASES/NYC's vaccination policy. Individuals selected for employment cannot begin working until they provide verification that they are fully vaccinated against COVID-19 (with an FDA-authorized vaccine) or submit and gain approval for a Medical or Religious Exemption. Individuals approved for exemption must submit weekly PCR test results.

Location: 2090 Adam Clayton Powell Blvd.

Reports To: Nathaniel Clinic Director

We believe that in-person operations are the best way to serve our clients, both directly and through essential operational support. This job requires work in our offices and or/ in the community.

• Monitor the adult and youth waiting rooms to ensure the health and safety of clients and visitors is maintained
• Follow and adhere to state, local, federal and agency confidentiality policies and procedures protecting the confidentiality of client protected health care information and ensure all transactions are conducted with respect and promote the client’s privacy
• Verify eligibility and authorization for Medicaid services using EPACES and Managed Care Organization portals at every client visit
• Achieve performance goals related to centralized scheduling to support staff productivity
• Use Electronic Health Record (EHR) to check clients into clinic
• Greet clients and all visitors and ascertain purpose of visit
• Any other duties as required by supervisory and executive staff
• Perform centralized scheduling for all clinical staff (social workers, clinical supervisors, psychiatrists, and nurses, nurse practitioner/physician assistant) ensuring up-to-date staff schedules are entered in EHR, CareLogic, in advance, cancelled appointments are backfilled and referrals for services are scheduled, in accordance with same day access and urgent care needs
• Provide culturally competence services in accordance with CASES policies and procedures
• Obtain authorizations from insurers, including Managed Care Medicaid and Medicare
• Provide administrative and clerical support to all the clinical staff including: photocopying; faxing correspondence; creating letters to external sources via EHR; updating consent forms and privacy notices; mailing letters; sending mailings, and coordinating transmission of progress reports to criminal justice agencies including CASES’ ATD/ATI programs
• Scan paper referral information and other documents as required into the EHR
• Triage calls for therapists, nurses and psychiatrists
• Conduct transfer meeting with other scheduler/receptionist staff to apprise of daily outstanding issues and activities to be conducted during shift changes
• Ensure staff respond promptly in the provision of services to clients
• Collect and record all client self-pay and sliding scale fees and generate client receipts
• Answer and screen incoming calls in a professional manner while providing assistance and obtaining accurate information
• Manage Metrocard state reimbursement account
• Support all crisis intervention and emergency response situations to ensure health and safety and effective responses by internal and external first responders and adherence to crisis/emergency policies
• Collect, record, track and monitor Medicare and Private Health Insurance co-pays
• Enroll new clients and update existing client information in the electronic health record (EHR) by obtaining demographic information, ID, copy of health insurance card, checking insurance eligibility and status, confirming address, changes of address, and contact information at each visit

• Exceptional communication and organizational skills, including excellent phone demeanor and direct communication skills with consumers and family members, government agencies, and agency staff;
• Knowledge of mental health and medical terminology
• Ability to establish and maintain effective working relationships with clients, family members, referral sources, criminal justice staff, and CASES’ employees
• Previous Electronic Medical Record (EMR) and Medical billing experience, CareLogic HER a plus
• High school diploma with 3 years related work experience
• Ability to be organized and to operate with purpose, urgency, and accuracy in a fast-paced deadline-driven environment
• Demonstrated proficiency in MS Office Suite
• Excellent diplomacy, poise and social skills to deal with clients facing a range of problems including serious mental illness, substance abuse, arrest and incarceration, crisis and stress;

Salary: $22 an hour

• Only applicants selected for interviews will be contacted

CASES is proud to be an Equal Opportunity Employer. Employment with CASES is based solely on qualifications and competence for a particular position, without regard to race, color, ethnic or national origin, age, religion, creed, gender, sexual orientation, disability, or marital, military, or citizenship status. We also actively recruit individuals with prior involvement in the criminal justice system. Your information will be kept confidential according to EEO guidelines