Fiscal Assistant - Clinical Scheduler

SALARY RANGE

WORK ASSIGNMENT DETAILS

The Fiscal Assistant - Clinical Scheduler is responsible for coordinating, maintaining, and monitoring provider schedules for a Behavioral Health clinic. This position supports timely access to services by managing approximately 35 provider calendars in the myAvatar electronic health record (EHR) system; scheduling patient appointments; processing provider scheduling requests; and maintaining accurate patient episodes, provider assignments, and appointment records.

This position performs detailed administrative and system-based work requiring accuracy, sound judgment, strong customer service skills, and strict adherence to confidentiality requirements. The Fiscal Assistant - Clinical Scheduler works closely with behavioral health providers, clinical support staff, patients, and leadership to ensure schedules and patient records are current, complete, and accurately reflected in myAvatar.

Essential Duties and Responsibilities

Provider Calendar and Schedule Management

• Maintain and coordinate approximately 35 provider calendars in myAvatar.
• Receive, review, prioritize, and process provider email requests for appointments, schedule changes, cancellations, and other calendar updates.
• Enter appointments accurately and promptly into myAvatar, including applicable appointment types, locations, providers, and service information.
• Block provider schedules for planned vacation, sick leave, training, meetings, administrative time, holidays, and other approved absences.
• Monitor provider calendars for scheduling conflicts, duplicate appointments, incomplete information, and unavailable appointment slots.
• Communicate with providers and appropriate clinic staff to resolve scheduling discrepancies or clarify appointment requests.
• Maintain consistent scheduling practices in accordance with clinic procedures, provider availability, and program requirements.

Patient Scheduling and Follow-Up Coordination

• Schedule follow-up appointments after patient sessions are completed, based on provider direction, treatment plans, clinic scheduling procedures, and patient needs.
• Coordinate new, return, follow-up, and rescheduled appointments in a timely manner.
• Contact patients as needed to schedule, reschedule, confirm, or communicate appointment-related information.
• Process appointment cancellations and no-shows according to established clinic procedures.
• Escalate urgent scheduling concerns, access barriers, or provider availability issues to the appropriate supervisor or clinical staff.

• Documentation, or treatment planning to the appropriate staff member.

Administrative and Customer Service Support

• Provide professional, respectful, and trauma-informed customer service to patients, families, providers, and internal staff.
• Protect patient privacy and maintain confidentiality in compliance with HIPAA
• Participate in staff meetings, workflow improvement efforts, and training related to scheduling systems, patient access, and clinic operations.
• Develop and maintain working knowledge of myAvatar and other applicable scheduling, communication, and administrative systems.

CLASSIFICATION SPECIFICATION

To view the full classification specification for Fiscal Assistant click here.

Minimum Training & Experience Requirements
1. High School Diploma or GED.
2. One-year of post high school work experience in finance or accounting.
3. One-year of post high school education from a recognized college or university in accounting, finance, business, or a closely related field may be substituted for the work experience requirement.

Waukesha County provides a comprehensive compensation and benefits package including excellent health/dental/vision, life insurance, generous paid time off (vacation, 10 holidays, 3 floating holidays, ample accrued sick time that rolls over each year), an exceptional pension plan with employer match and lifetime retirement payment plus an optional tax advantaged 457 retirement savings plan.

Employee well-being is promoted through a balanced work-life culture and through an exceptional employee wellness program that offers a variety of programs and tools to help promote an employee's wellness and health, including an on-site health & wellness clinic.

About Us:
Waukesha County prides itself on operating in a business-like manner and is recognized as a leader delivering high quality services with competence and skill. With our vision of "Leading the Way", we value teamwork and collaboration, ethics and diversity, communication, efficiency and cost savings, innovation, and the wellbeing of our staff and the citizens we serve. Employees are provided professional development opportunities and encouragement to learn and practice continuous improvement and LEAN principles as we regularly ask ourselves "Is there a better way?"

Location:
Located in the City of Waukesha, our campus offers an on-site fitness center, free parking, and easy access to interstate highway systems. Waukesha County offers a perfect blend of urban and rural living where one can enjoy the benefits of quiet rural lake communities or opt for nearby attractions that the greater Milwaukee area offers including vast beach and park systems, public markets, performing arts, music festivals, and sports including the Milwaukee Admirals, Brewers, Bucks, Wave, Marquette University Golden Eagles and the UW-Milwaukee Panthers Basketball programs.

EEO:

Waukesha County is committed to equal opportunity and nondiscrimination in employment and adheres to all Federal, State and County Equal Employment Opportunity laws, policies, plans, rules, regulations and ordinances. The County recognizes and accepts its important leadership role in providing for equal employment/service opportunities. It is the express policy of Waukesha County to promote equal employment opportunity among all who are employed by Waukesha County and who seek employment with Waukesha County.

For further information visit:https://www.waukeshacounty.gov

The County does not sponsor applicants for work visas. Applicants must be currently authorized to work in the United States on a full-time basis.