Scheduling Coordinator

JOB DESCRIPTION

Title: Scheduling Coordinator

Job Summary: Under the supervision and direction of the Chief Medical Officer, the Scheduling Coordinator will be responsible for monitoring, tracking and maintaining clinic schedules. Conduct appointment blocking, opening and applying schedules, and tracking monthly changes. The Scheduling Coordinator will generate and provide regular status reports related to provider schedules as requested by the department supervisor. The Scheduling Coordinator will interact with providers, site supervisors, staff as well as the Chief Medical Officer while ensuring accurate and confidential provider scheduling data.

Job Duties:

1. Function with autonomy while completing tasks as assigned.
2. Communicate effectively to other department leads regarding changes in the schedules, scheduling procedures or any other matters pertaining to the scheduling department.
3. Implement schedules accurately and in a timely manner as directed.
4. Identify coverage issues at locations and present possible solutions to department lead.
5. Apply blocks to, and open schedule of, staff as approved by the Chief Medical Officer in an accurate and timely manner.
6. Ensure that schedule changes that have been implemented have also been adjusted by other departments such as call center, health center leadership or front office staff.
7. Participate in projects or meetings as necessary.
8. Communicate with key personnel at Omni Family Health centers to coordinate scheduling of staff for special trainings, meetings or other events that could create sites to operate without a provider.
9. Demonstrate effective communication and problem solving skills.
10. Provide feedback to department lead to reduce errors and improve processes and performance
11. Communication with providers, health center staff and call center staff regarding scheduling changes.
12. Adhere to scheduling policies and procedures while communicating with Chief Medical Officer regarding deviations made.
13. Maintain provider schedules utilizing multiple platforms including but not limited to NextGen, ScheduleAnywhere and any other system the Medical department may adopt while ensuring high quality standards are maintained.
14. Supports the work of the team by taking on other work-related duties as assigned either verbally or in writing.

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Additional Duties and Responsibilities

1. HIPAA compliance - Responsible for maintaining abreast of and in compliance with all HIPAA regulations and requirements. Treat all member information confidential.
2. Compliance - Ensure compliance with all local, state and federal regulations.
3. Quality Assurance/Quality Improvement- Participate in QA/QI activities and contribute towards the overall performance improvement of the organization.
4. IT - Required learning and using the Electronic Health Record and Electronic Practice Management System (EHR/EPM) and its components. As required by the job functions and highlighted in the Policies and Procedures. These components include NextGen, Schedule Anywhere and other electronic features, as they are developed and implemented, as applicable to work environment.
5. All employees will participate in Patient Centered Health Home Model at Omni Family Health.
6. Follow all safety rules while on the job. Report accidents promptly and correct minor safety hazards

Qualifications, Education, and Experience:

Education:

High school diploma or equivalent.


Experience:

Minimum 3 years administrative experience in a similar setting (Associates Degree may replace two years of experience).

License/Certification:

N/A

Skills:

1. Assertive and operates with a sense of urgency, dedicated to work with others and have commitment to carry on work under pressure.
2. Extreme attention to detail while working with a high volume of tasks and directives.
3. Functions independently and creates initiative to progress and succeed.
4. Proficient in Microsoft Office Suite applications.
5. Must have good communication skills and writing skills.
6. Must respect confidentiality of information including general personnel and/or patient related information.
7. Must be proficient in MS Office suite, email, and internet.
8. Bilingual in English/Spanish preferred.

Responsible To: Chief Medical Officer

Classification: Full or Part Time Position, Non-Exempt