Provider Calendar Monitoring Specialist

Overview

This is a Philippine-based position; NOT a US based position and the pay rate is not in US currency.

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: freedomhs.org

COMPANY PHONE NUMBER:

HUMAN RESOURCES DEPARTMENT PHONE NUMBER: EXT 10

HUMAN RESOURCES DEPARTMENT EMAIL ADDRESS:

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: Scheduling Department Supervisor (Chief Operations Officer in the absence of the Scheduling Department Supervisor)

ACCOUNTABLE FOR: Ensuring the accuracy, consistency, and compliance of provider calendars within ICANotes by monitoring scheduled appointments, correcting discrepancies, and maintaining up-to-date information for active clients and assigned providers.

CLASSIFICATION: W8BEN

COMPENSATION RANGE: ₱283.63 PHP per hour (this is not USD)

ANTICIPATED TRAVEL: none

Summary

The Provider Calendar Monitoring Specialist is responsible for auditing, maintaining, and managing provider schedules in ICANotes to ensure all client appointments are accurately reflected and compliant with organizational policies. This position plays a key role in preventing scheduling conflicts, supporting providers with calendar management, and collaborating with clinical and administrative teams to uphold the integrity of the scheduling system.

Responsibilities

• Monitor provider calendars to ensure adherence to ICANotes scheduling standards and weekly appointment frequency policies
• Conduct calendar cleanup, including removal of appointments for discharged or transferred clients
• Identify and alert counselors and ECMs when their calendars are missing client appointments or contain errors
• Assist providers with calendar adjustments and provide direction on correct scheduling practices
• Ensure all active clients are scheduled with their assigned prescribers for the following month
• Monitor and track scheduling violations, such as missed weekly appointment frequencies or duplicate sessions
• Maintain up-to-date demographic and scheduling data for assigned providers in ICANotes
• Update and manage Clinical Supervisors’ calendars, ensuring visibility into upcoming sessions
• Perform weekly tasks including:
  • ICANotes Assigned Provider Updates
  • Monitoring and addressing duplicate counselor schedules
  • General calendar maintenance and data integrity checks
• Execute monthly tasks such as:
  • Scheduling prescriber appointments
  • Planning and entering recurring 90791 and H0001 evaluation appointments
• Identify and correct cases where clients are not added to provider calendars for the upcoming week
• Monitor scheduling violators and maintain the Scheduling Master Tracker
• Send calendar reminders and updated provider assignment sheets to counselors, ECMs, and prescribers
• Track and address duplicate appointment codes (same client, same provider, same day)
• Ensure all provider calendars reflect the correct weekly service frequencies as outlined in policy
• Plan recurring evaluations such as 90791 and H0001 appointments to align with six-month timelines and client treatment needs
• Perform any additional tasks assigned to support the integrity and efficiency of provider calendar management

Unscheduled Duties

• Assist supervisors with ad hoc calendar auditing or data cleanup as requested
• Troubleshoot scheduling discrepancies in real time and communicate needed corrections to providers
• Participate in scheduling-related quality assurance initiatives and process improvements
• Help onboard and train new staff on ICANotes scheduling protocols and documentation practices
• Maintain provider assignment accuracy across all linked platforms and trackers
• Ensure all calendar-related data is updated in real time and documented for audit readiness
• Uphold confidentiality and compliance with organizational standards and HIPAA

Physical Demands

• Prolonged periods sitting at a desk and working on a computer
• Frequent meetings via video or phone; occasional in-person site visits

Working Conditions

• Remote
• Fast-paced, deadline-driven environment with collaborative teams

Competencies and Skills

• High attention to detail and accuracy in documentation
• Strong organizational and time management skills
• Proficiency in ICANotes or other EHR systems
• Excellent communication and collaboration skills
• Ability to audit large datasets, clean records, and apply filters for calendar analysis
• Familiarity with HIPAA standards and confidentiality protocols
• Comfort with Excel and tracking tools (Google Sheets, trackers, shared docs)

Education / Training / Qualifications

• High school diploma or GED required; Associate’s or Bachelor’s degree preferred
• Minimum 1–2 years of experience in administrative, scheduling, or healthcare operations roles
• Experience in behavioral health or outpatient clinical settings strongly preferred
• Must pass background check and reference screening
• Knowledge of scheduling workflows and EHR navigation is essential

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