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 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:  [email protected] 

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; Associate’s or Bachelor’s degree preferred

Minimum 1–2 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