Scheduling Administrative Assistant (remote/work from home; must live locally)

Must reside in San Diego County, Riverside County or San Bernardino County; this is a (mostly) remote/work-from-home, full-time position with some in-person meetings. PLEASE READ CAREFULLY THROUGH THE ENTIRE JOB DESCRIPTION AND INCLUDE ALL REQUIRED COMPONENTS IN YOUR APPLICATION. Must be very familiar with San Diego County and/or Riverside County geography in order to effectively schedule home-based therapy services in the region.

Due to the high volume of applications for this position, we implement a very thorough screening process. In order to stand out and be considered, please be sure to: follow all directions (see below), include your resume & cover letter, answer all application questions, and complete all of the required Indeed tests. Incomplete applications will be dismissed.

This is a mostly work-from-home, remote position with a somewhat flexible schedule; must be available for in-person meetings (up to 1-2x/month, more or less) in the Temecula Valley and/or San Diego County areas. This position requires daily access to a quiet, distraction-free space where you can completely focus and attend to all tasks during all work hours, and keep an organized work space. Any children at home must be cared for by someone else during your work hours.

ABOUT US:

Radiant Kids Therapy was established in 2018 and has quickly grown to over 60 Speech, Occupational and Physical Therapists, and Early Intervention Specialists (a mix of part-time and full-time). Our large and continually growing client base is made up of over 600 children from ages 0 to 18. Our amazing therapists provide in-home and school-based services (in the clients’ homes) throughout all of San Diego County, Riverside County and soon San Bernardino County, so we do not currently have a central office or clinic space.

ABOUT THE POSITION:

Radiant Kids Therapy is in search of an experienced, high-caliber, great communicator with a strong work ethic to join our exceptional Scheduling Team! Our current wonderful team is staying and we are adding an additional team member due to recent and upcoming growth.

You would be joining a stellar team of high achievers with a passion to help kids and families. Radiant Kids Therapy has grown quickly in its first several years and continues to grow, meaning great opportunities for career advancement over time. We are in a very exciting stage of growth and expansion across several areas of the organization. We promote a supportive, positive, caring company culture.

Our leadership & admin team are top-notch and our incredible SLPs, OTs, PTs, SLPAs and EISs are caring individuals who want to help kids and change families' lives for the better. Our scheduling team plays an absolutely critical role in helping kids get the services they need, which has a significant positive impact on the lives of those kids and families. Being part of this mission makes the Scheduling Assistant role even more meaningful and rewarding!

Schedule and Start Date:

Preferred schedule: Monday - Friday, 7 or 8 am - 4 or 5 pm (with a 1 hour lunch break)

Preferred start date: late March/early April (with some flexibility).

Primary roles and responsibilities will include, but are not limited to:

• Scheduling home-based therapy services for clients throughout San Diego/Riverside/San Bernardino Counties
• Effectively creating, monitoring and revising therapists’ schedules for maximum efficiency in driving routes
• Taking care of all scheduling changes, cancellations, details, rescheduling sessions, transfers and transitions
• Carefully maintaining and keeping up-to-date therapist schedules, several related spreadsheets (Google Sheets) and many other details every day
• Reaching and maintaining monthly productivity goals for service hours scheduled and kept, cancellations that are rescheduled, etc.
• Answering/returning scheduling-related phone calls, texts, emails and chats
• Tracking team members’ time off requests, updating schedules and notifying clients
• Frequent communications throughout the day with parents/caregivers of clients, fellow administrative team members and therapist team members
• Supporting the professional therapy team (licensed SLPs, SLPAs, OTs and PTs), making their jobs easier in any way you can
• Effectively managing the client wait list and flex scheduling list
• Manage student observation inquiries
• Regular virtual team meetings

A strong candidate for this position will possess the following required qualifications & experience:

• Must live in San Diego County, Riverside County or San Bernardino County and be very familiar with local geography and traffic patterns in order to effectively schedule home-based services in the region. Must be available to drive to Temecula &/or San Diego areas for in-person meetings, up to 1-2x/month (sometimes more or less).
• At least 2+ years of paid experience in a scheduling and/or related administrative role (bonus points if it's in therapy/healthcare, home-based services or a related field).
• Able to pass a background check
• Experience in working with Speech, Occupational and Physical Therapists or a related healthcare field, and a strong understanding of the therapy field, is preferred.
• Extroverted, warm personality and people-person; loves people and loves kids (the heart of our company)
• Highly personable; able to quickly establish and maintain excellent rapport with parents of clients, teammates, supervisors, & healthcare professionals
• Extremely organized, great attention to detail, efficient, multi-tasking, excellent writing skills, always professional
• Able to support the needs of the business, the SLP/OT/PT team members, the administrative team and the parents and families of clients
• Able to receive and give feedback with grace
• Strong character, integrity, strong work ethic, strong moral compass, kindness, respectfulness, genuineness and positivity
• Extremely tech-savvy; very strong software, web & technical skills, including experience with: Google Drive (particularly Google Sheets or Excel), Gmail and Word.
• Strong communication skills, both in writing and speaking
• Experience navigating complex EMRs is highly preferred (we use Raintree); ability to learn an extremely complex EMR quickly is required.
• Ability to notice minute details and follow instructions well, including this requirement that applicants spell their full name backwards at the top of their cover letters
• Energetic and highly motivated to consistently reach and exceed productivity goals
• Flexible and able to shift gears multiple times per day
• Able to manage the occasional upset parent phone call with unwavering professionalism, grace, confidence and kindness
• Team player: able to work very well in a collaborative team environment. We value and are protective of our uniquely positive, collaborative, kind and communicative administrative and leadership team culture
• Able to maintain strict confidentiality (HIPAA) with clients’ protected health information

Compensation and Bonus Structure:

• Base Pay: $18-23/hour (DOE) + substantial monthly bonuses (see below)
• High Monthly Bonus Opportunities: Our current Scheduling Team Members have averaged $766/month bonuses per person, these past 3 months.
• This averages out to ~$4.45/hour more than the base pay, hence the posted hourly rate for this position is $22-28/hr.-- that is the average expected effective hourly rate.
• Bonuses are tied to productivity; expectations for productivity are high but reasonable.

Benefits:

• Paid Time Off: 4 weeks/year (8 paid holidays and 12 PTO days)
• Excellent Health, Dental, Vision and Life Insurance Benefits
• 401K Employer Matching
• Home internet & utilities stipend
• Company equipment provided (laptop, monitor, etc.)
• Opportunities for growth in a quickly-growing company

To apply, the following components are required:

1) Resume

2) Cover letter

3) Answer all application questions

4) Complete all required assessments

Applications that do not include all of these components will be dismissed. We are looking for a very strong candidate who is excited about this specific opportunity with Radiant Kids Therapy. If you don't see the assessments at first, Indeed should automatically send them to you by email after you apply; please keep an eye out (& check your spam) as those are a required part of the application. When you receive these, we recommend completing these as quickly as possible to avoid having your application dismissed for incompleteness.

Tip for success: The more specifically your cover letter addresses some aspects of this job post, the more likely you'll stand out from the crowd, so please be sure to read through the descriptions above. Let us know why YOU are the perfect fit we're looking for! Please address the cover letter to our HR Manager by name.

Please apply ASAP if you're interested, as this job post may not stay up for very long! We anticipate a large number of applicants for this position. Please only apply directly through Indeed in order to avoid your application getting lost (we track all applications directly through Indeed).

We kindly request that you please do not call the office to follow up; our Admin Team is already very busy and we don't want them bogged down with extra phone calls. =) If you need to reach us, you can find our email on our website.

We really look forward to hearing from you and considering your application! Thank you for your interest in joining the Radiant Kids Therapy team!

Job Type: Full-time

Pay: $22.00 - $28.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Application Question(s):

• 1) What city and zip code are you located in? 2) Please also describe your familiarity with local geography and traffic patterns, if applicable. How did you gain this familiarity?

Note: Although this position is mostly remote, candidates must be located in San Diego County, Riverside County or San Bernardino County, must be very familiar with local geography and traffic patterns, and must be able to meet in person in Temecula Valley or S.D. County up to 1-2x/month, if/as needed.

• If selected for this position, when would you be available to start? Are you available for a full-time position?
• Please describe your level of familiarity and amount/years of experience with each of the following:

1) Microsoft Excel and/or Google Sheets
2) Google Drive/Workspace (Gmail, Google Drive, Google Docs/Forms/Sheets, etc.)
3) EMRs - if you have used an EMR, please describe which one(s), for how long, your level of familiarity, etc. If you have any prior experience with Raintree (the EMR we use), please note that here.
4) HIPAA and PHI confidentiality, regulations, etc.

• Compensation for this position is a combination of base pay ($18-23/hour base rate, DOE) and substantial productivity-based monthly bonuses (please see job description for details). Please indicate your understanding and openness to this pay structure here.
• In a nutshell, what makes you a great fit for this position? What makes you excited about it?
• How is your previous paid work experience relevant to this role? Please specify your paid scheduling and/or administrative office-related work experience.

Education:

• High school or equivalent (Required)

Experience:

• paid appointment scheduling: 2 years (Preferred)
• paid administrative office: 2 years (Required)
• medical or clinical administrative/office: 2 years (Preferred)

Language:

• Fluent or Almost-Fluent Spanish (Preferred)

Ability to Commute:

• San Diego, CA 92104 (Required)

Work Location: Hybrid remote in San Diego, CA 92104