Scheduling Coordinator

Scheduling Coordinator

Salary Starting at: $47,840

MAJOR FUNCTION: Under the general direction of the Chief Operating Officer and Director of Patient Access, the Scheduling Coordinator is responsible for coordinating and maintaining efficient schedules for all clinical staff within the health center, specifically providers. This role ensures adequate clinical coverage, supports patient access to care, minimizes scheduling conflicts, and complies with organizational policies, labor regulations, and clinical requirements.

ESSENTIAL FUNCTIONS:

• Create, manage, and maintain daily, weekly, and monthly schedules for provider panels across the organization
• Ensure adequate staffing levels to meet patient volume, clinic hours, and provider productivity goals.
• Coordinates with Supervisors coverage for call-outs, PTO, holidays, extended hours, and special clinics.
• Monitor and adjust schedules to address last-minute changes, emergencies, or staffing shortages.
• Assist clinical staff regarding schedules, changes, and coverage needs.
• Communicate schedule updates promptly to clinical leadership, front desk staff, and affected departments.
• Collaborate with all staff to align staffing with operational needs.
• Ensure schedules comply with HR policies, union contracts (if applicable), licensure requirements, and labor laws.
• Track attendance, tardiness, overtime, and schedule variances; report issues to management.
• Maintain accurate scheduling records and reports using the designated scheduling or EHR system.
• Assist with onboarding by coordinating initial schedules for new clinical staff.
• Support quality improvement initiatives by identifying scheduling inefficiencies or trends.
• Participate in clinic planning for holidays, special events, outreach programs, and extended hours.

Additional Responsibilities:

• Responsible for building and maintaining all schedule templates.
• Responsible for ongoing review of provider time off, meetings, trainings, etc. to ensure schedules are managed accordingly.
• Participates in regular review of productivity data, patient access demand and overall capacity to adjust schedules as needed.
• Meets weekly with providers and teams to identify and address workflow concerns related to scheduling.
• Works with Patient Access, Clinical and QI leadership to identify data-driven methods to improve accuracy and efficiency of scheduling.

REQUIREMENTS: EDUCATION & EXPERIENCE:

• High school diploma or GED required; Associate's degree preferred.
• Minimum of 2 years of scheduling or administrative experience in a healthcare or clinical setting.
• Experience working in a community health center, FQHC, or multi-specialty practice preferred.

LICENSURE AND/OR CERTIFICATIONS:

• Certification in medical administration or scheduling preferred, but not required.

KNOWLEDGE, SKILLS, ABILITIES AND OTHER (KSAO's):

• Strong organizational and time-management skills with attention to detail.
• Ability to manage multiple schedules in a fast-pasted clinical environment.
• Meets dress code standards; appearance is neat and clean.
• Completes annual educational requirement.
• Reports to work on time and as scheduled; completes work within designated time.
• Ability to handle confidential information in compliance with HIPAA.
• Attends annual review and department in-services, as scheduled.
• Represents the organization in a positive and professional manner.
• Actively participates in performance improvement and continuous quality improvement (CQI) activities.
• Complies with all organizational policies regarding ethical business practices.
• Bilingual (English/Spanish) preferred.
• Pass proficiency testing in Spanish (if bilingual) within 30 days of notification of testing requirement.
• Ability to read and comprehend instructions, correspondence and memos. Ability to write correspondence; effectively present information in one-on-one and small group situations to, clients and other employees of the organization.
• Proficiency with scheduling software, EHR systems, and Microsoft Office.
• Ability to work well with others and to assist the public cooperatively and courteously.
• Excellent communication and interpersonal skills.

PHYSICAL & WORK REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This position requires the manual dexterity sufficient to operate phones, computers and other office equipment. The position requires the physical ability to kneel, bend, and perform light lifting. This person must have the ability to write and speak clearly using the English language to convey information and be able to hear at normal speaking levels both in person and over the telephone. Specific vision abilities required by this job include close vision, depth perception and the ability to adjust focus. Generally, the working conditions are good with little or no exposure to extremes in health, safety hazards and/or hazardous materials.