Scheduling Department Manager

ABOUT FREEDOM HEALTH SYSTEMS, INC:

Freedom Health Systems, Inc. is a mission-driven healthcare advisory and management consulting firm that partners with behavioral health and human services organizations to improve access, equity, and operational excellence. We specialize in guiding providers through program development, accreditation, compliance, and clinical best practices-empowering them to deliver high-quality, person-centered care to their communities.

While we do not provide direct healthcare services, Freedom Health Systems plays a vital role behind the scenes by strengthening organizational infrastructure, supporting service expansion, and helping our partners lead with innovation and integrity. Our expertise spans a wide range of operational services, including revenue cycle management, prior authorization, virtual front office support, medical billing and coding, human resources, and compliance consulting.

At Freedom Health Systems, we are deeply committed to breaking down barriers in the behavioral health space, with a particular focus on serving marginalized and underserved populations. Our team fosters a collaborative, forward-thinking work environment where every employee contributes to advancing impactful, community-based care.

DISCLOSURES:

The specific statements shown in each section of this job description are not intended to be all-inclusive. They represent typical elements and criteria considered necessary to perform the job successfully. The job's responsibilities/tasks may be modified and/or expanded over time. Company will inform the personnel member when changes in the respective job description are made.

COMPANY WEBSITE: https://freedomhs.org

COMPANY PHONE NUMBER: 667-239-9572

HUMAN RESOURCES DEPARTMENT PHONE NUMBER: 667-239-9572 EXT 10

HUMAN RESOURCES DEPARTMENT EMAIL ADDRESS: info@freedomhs.org

POSITION TITLE: Appointment Rules Verification Specialist

ALTERNATE TITLE(S): Scheduling Compliance Coordinator, Intake & Verification Analyst

COMPANY: Freedom Health Systems, Inc. (in support of all customer companies under contract)

DIVISION: Operations

DEPARTMENT: Scheduling

UNIT: n/a

BENEFITS PACKAGE: Ineligible.

WORK SCHEDULE: Monday - Friday, 8:00 AM EST - 5:00 PM EST

ACCOUNTABLE TO: Chief Operations Officer (Chief Executive Officer in the absence of the Chief Operations Officer)

ACCOUNTABLE FOR: Managing the daily operations of the Scheduling Department, ensuring accurate, timely appointment scheduling, staff oversight, workflow optimization, and cross-departmental coordination to meet organizational scheduling and compliance standards.

CLASSIFICATION: W8BEN

COMPENSATION RANGE: PHP 340.35 per hour

ANTICIPATED TRAVEL: none

SUMMARY OF POSITION RESPONSIBILITIES:

The Scheduling Department Manager is responsible for leading the department's daily operations, developing efficient scheduling procedures, and managing a team of schedulers and specialists. This leadership role ensures that all scheduling activities are performed accurately and in alignment with clinical and operational objectives. The manager works collaboratively across departments to optimize appointment workflows, support staff development, and promote accountability and transparency in scheduling processes.

SCHEDULED DUTIES AND RESPONSIBILITIES:

• Lead the development, implementation, and refinement of scheduling processes and protocols
• Establish weekly and monthly reporting systems for individual team members to track progress and productivity
• Delegate responsibilities and monitor completion of assignments, ensuring alignment with departmental goals
• Mentor and train scheduling staff on internal procedures, software tools, and compliance requirements
• Conduct performance evaluations, provide feedback, and address performance or behavioral concerns with corrective action when necessary
• Monitor team performance and offer ongoing guidance and development support
• Participate in daily huddles with DSP/CPRS staff to review the agenda and address appointment-related concerns
• Manage and organize incoming and outgoing departmental communications via email, chat, text, and phone
• Oversee prescriber scheduling sheets, ensuring address and client category accuracy
• Address team inquiries, provide problem-solving support, and promote effective collaboration
• Monitor and verify the scheduling of monthly appointments across service types, including:
  • Psych/SUD appointments
  • Somatic services
  • Health Home (HH) services
  • Urine screening and bloodwork
• Verify appointment rules for upcoming dates of service to ensure scheduling accuracy
• Collaborate with HR and other departments regarding staff availability and scheduling needs
• Coordinate with the Intake Team on handling client transfers and discharges
• Work with the Administrative Team to verify address changes, bed assignments, and client records
• Attend interdepartmental meetings to report progress, align on shared goals, and identify process improvement opportunities
• Oversee monitoring of provider calendars, DSP/CPRS assignment sheets, and productivity reports
• Set up automated email blasts using Excel, Power Automate, or similar tools to distribute productivity summaries and updated assignment sheets
• Create and maintain counter checkers for auditing task accuracy and performance tracking
• Monitor and delegate specialized tasks including:
  • Bloodwork/UA lab requisition tracking
  • Appointment rules verification
  • Provider duplication and assignment monitoring
• Facilitate team and individual meetings to provide updates, assign new tasks, and discuss departmental goals
• Develop and maintain dashboards, reference guides, and operational tools to support department efficiency
• Promote a culture of responsiveness, collaboration, and accountability within the scheduling team

UNSCHEDULED DUTIES AND RESPONSIBILITIES:

• Assist upper management with special projects and high-priority initiatives as needed
• Support quality assurance and performance improvement efforts
• Participate in internal and external audits or compliance reviews
• Adapt workflows to address changes in payer regulations, scheduling policy, or clinical operations
• Provide backup support in urgent scheduling tasks when team members are unavailable
• Ensure team members are cross-trained and equipped to maintain service continuity
• Uphold confidentiality and compliance standards at all times

PHYSICAL DEMANDS:

• Prolonged periods of sitting and working at a computer
• High volume of data entry, reporting, and virtual communication
• Frequent participation in virtual meetings

WORKING CONDITIONS:

• Remote position
• Fast-paced, results-driven environment
• Ongoing collaboration across administrative, clinical, and operational departments

COMPETENCIES AND SKILLS:

• Proven leadership and staff management abilities
• Excellent communication and conflict resolution skills
• Strong time management and multi-tasking abilities
• Advanced knowledge of scheduling workflows in healthcare or behavioral health settings
• Proficiency in Excel (including formulas, pivot tables, and Power Automate), Google Sheets, and scheduling platforms
• Familiarity with EHR systems (e.g., ICANotes) and HIPAA regulations
• Ability to develop and maintain dashboards, trackers, and reporting tools
• Detail-oriented and committed to quality improvement

LEVEL OF EDUCATION / TRAINING / QUALIFICATIONS:

• High school diploma or GED required; Associate's or Bachelor's degree preferred
• Minimum 2-3 years of experience in scheduling, healthcare administration, or operations management
• Minimum 1 year of experience in a supervisory or leadership role required
• Strong knowledge of behavioral health workflows, compliance standards, and scheduling policies
• Must pass a background check and reference verification
• Training in staff development or project management is a plus