Central Scheduler

Central Scheduler

Hybrid positions available at AIM Wellness Center, Harwich Port Health Center, Provincetown Health Center, and Wellfleet Health Center.

Salary Range: $22.50 - $28.00. Position Type: Full Time.

Overview

Join Outer Cape Health Services, a dedicated team committed to safeguarding and nurturing invaluable community health resources. Our ethos is built on creating a vibrant and inclusive workplace where every team member is valued and recognized for their unique contributions.

Description

Reporting to the Senior Director of Operations, the Central Staff Scheduler optimizes patient access and operational efficiency across the organization's three medical sites by strategically scheduling clinical and patient care services personnel and coordinating per diem and float staff as needed. This role serves as the central hub for workforce and exam room scheduling, ensuring that all locations are consistently, safely, and equitably staffed to deliver high-quality primary care while aligning with budgetary and operational goals.

Summary of Duties

Clinic Scheduling and Room Utilization Management:

• Coordinate daily provider and staff scheduling, including shift assignments, coverage adjustments, and time off requests.
• Maintain and adjust staff and provider schedules to meet operational, clinical, and patient care needs.
• Provide approval for time off requests that meet PTO guidelines. Review time off requests outside of PTO guidelines with appropriate leadership.
• Manage sick calls, and last-minute staffing changes by identifying appropriate coverage solutions and communicating updates promptly.
• Collaborate with Practice Manager and Medical Directors to monitor and optimize exam room utilization.
• Serve as the primary point of contact for schedule-related communication among providers, clinical staff, and operational leadership.
• Collaborate with managers and department leaders to anticipate operational needs and plan proactively for coverage and capacity.

Data Reporting and Process Improvement:

• Facilitate monthly scheduling and operational meetings to identify barriers, improve workflow, and support team alignment.
• Track scheduling trends, coverage gaps, utilization patterns and escalate concerns or recommendations as appropriate.
• Support process improvement efforts related to scheduling efficiency, staffing coverage, and room management.
• Utilize scheduling software (Paycom) and historical data to forecast staffing needs, ensuring alignment with provider schedules, peak patient hours, and the balance between in person and telehealth staffing needs.
• Maintain accurate scheduling records and ensure compliance with organizational policies and departmental procedures including equity in alternating time off for major holidays.

Operational Team Support:

• Provide operational team with support as needed, including administrative tasks for virtual clinics, new patient registration, and scheduling.
• Travel to OCHS sites as needed.
• Other related duties and projects as assigned.

Qualifications

What we need from you:

• High School Diploma required, associate or bachelor's Degree preferred.
• Experience in healthcare scheduling, workforce coordination, and provider scheduling. Medical practice operations experience preferred.
• Excellent communication skills.
• Excellent organizational abilities.
• Ability to exercise sound judgment and solve problems in a timely manner.
• Demonstrated ability to work effectively both as a team member and independently.
• Demonstrated ability to work in a culturally diverse and inclusive environment.
• Ability to adhere to strict confidentiality standards.

AAP/EEOC Statement Outer Cape Health Services is committed to providing equal employment opportunity in all our employment programs and decisions. Discrimination in employment on the basis of any protected class under federal, state, or local law is a violation of our policy and is against the law. Equal employment opportunity is provided to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, covered veterans' status, marital status, personal appearance, sexual orientation, family responsibilities, matriculation, political affiliation, or any other protected characteristic. This policy applies to all terms and conditions of employment, including, but not limited to, recruitment and hiring, placement, promotion, termination, reductions-in-force, recall, transfer, leave of absence, compensation, and training.

In accordance with Massachusetts law, we are committed to wage transparency. The salary range for this position is $22.50 - $28.00. This range is provided to promote equity and transparency in our hiring process. Actual compensation may vary based on factors such as experience, qualifications, internal equity, and other job-related criteria.