Treatment Team Assignment Specialist

This 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 practicesempowering 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 jobs 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:

COMPANY PHONE NUMBER:

HUMAN RESOURCES DEPARTMENT PHONE NUMBER: EXT 10

HUMAN RESOURCES DEPARTMENT EMAIL ADDRESS:

POSITION TITLE: Treatment Team Assignment 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:
Tuesday Friday 8:00 AM EST 7:00 PM EST

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

ACCOUNTABLE FOR:

Maintaining accurate provider assignment sheets ensuring appropriate and timely assignment of clients to treatment teams and supporting smooth scheduling onboarding and communication processes between providers clinical staff and operations.

CLASSIFICATION: W8BEN

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

ANTICIPATED TRAVEL: none

SUMMARY OF POSITION RESPONSIBILITIES:

The Treatment Team Assignment Specialist is responsible for managing and maintaining client-to-provider assignment systems across programs. This includes regularly updating provider caseload sheets monitoring client transfers between locations and ensuring that prescribers and clinical staff are scheduled accurately and timely. The specialist serves as a vital liaison between clinical administrative and operational teams to facilitate smooth onboarding of new clients and providers accurate documentation in ICANotes and communication across departments.

SCHEDULED DUTIES AND RESPONSIBILITIES:

• Ensure clients are appropriately assigned to treatment teams to support timely access to services
• Maintain update and distribute provider assignment sheets; communicate changes to providers promptly
• Assist providers in adding or removing clients from their caseload sheets
• Monitor and update provider caseloads following client transfers between facilities ensuring accurate address and bed number assignments (Buildium vs. Assignment Sheets)
• Track client demographics in ICANotes and notify the Intake Team of any discrepancies following transfers
• Notify providers of new assignments and updates via email
• Plan and double-check monthly prescriber appointments to ensure all active clients are scheduled
• Create and update assignment sheets for newly onboarded providers
• Conduct training and orientation for new providers on scheduling workflows and sheet management
• Monitor facility room vacancy against current provider capacity weekly and report needs for additional providers
• Draft and update provider assignment sheets biweekly
• Serve as a liaison between providers supervisors and operations to facilitate clear and timely communication
• Send reminders to:
  • PRP staff regarding 90792 appointments with the Medical Director
  • Prescribers and Clinical Supervisors about upcoming appointments
• Update the DSP Category B assignment sheet as needed
• Schedule weekly 90792 appointments with the Medical Director and confirm with all relevant parties

UNSCHEDULED DUTIES AND RESPONSIBILITIES:

• Assist with other administrative scheduling caseload management or intake-related projects as needed
• Participate in internal quality assurance reviews or audits
• Provide backup support to the scheduling or authorization teams during peak periods
• Recommend improvements to caseload management or communication workflows
• Uphold confidentiality and data accuracy standards in all aspects of client and provider data management
• Support cross-training of team members as needed to ensure continuity of operations

PHYSICAL DEMANDS:

• Prolonged periods sitting at a desk and working on a computer
• Frequent meetings via video or phone; occasional in-person site visits
  Collaboration with multiple departments and roles via virtual channels
  

WORKING CONDITIONS:

• Remote work environment
• Fast-paced and detail-oriented administrative role
• Collaboration with multiple departments and roles via virtual channels
  

COMPETENCIES AND SKILLS:

• Strong organizational skills with high attention to detail
• Proficiency with spreadsheets (Google Sheets or Excel) shared trackers and EHR systems (ICANotes preferred)
• Effective written communication and professional email etiquette
• Ability to balance competing priorities and meet tight deadlines
• Comfort with data entry audit preparation and caseload tracking
• Ability to train support and coordinate with clinical and administrative staff

LEVEL OF EDUCATION / TRAINING / QUALIFICATIONS:

• High school diploma or GED required; Associates or Bachelors degree preferred
• Minimum 12 years of experience in healthcare administration behavioral health operations or provider support roles
• Experience with ICANotes or similar electronic health record system strongly preferred
• Must pass a background check and reference screening
• Familiarity with HIPAA and client data confidentiality protocols required

Required Experience:

Junior IC