Scheduling Coordinator

Virginia Garcia Memorial Health Center · Hillsboro · $26.47/hr (stated in the posting)

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At Virginia Garcia Memorial Health Center, we honor all members of our community and acknowledge the dignity of each person we serve. Our purpose is to provide high quality, comprehensive primary health care to the communities of Washington and Yamhill counties with a special emphasis on migrant and seasonal farm workers and a view to removing barriers to health care. We strive to provide an environment that welcomes and values the people we employ and serve.

If you are unsure whether you meet all the required qualifications for this role but are interested and passionate about this potential position, we encourage you to apply.

Job Summary:  The Scheduling Coordinator works with the Scheduling Manager and Center Staff to create and coordinate the provider in-clinic and call schedules for all medical and dental sites. This position is responsible for assisting the Scheduling Manager with managing and approving provider leave requests; signing off on provider payroll; and creating, managing, and maintaining Epic schedules templates for providers of different disciplines.  Responsibilities also include participating in developing and documenting standard operating procedures related to VG’s scheduling and leave approval processes, and maintaining public access to scheduling documentation.

Essential Duties and Responsibilities:                

• Assist site leadership with schedule layouts.
• Create and disseminate schedule templates.
• Maintain and adjust schedule templates as staff schedules/full-time equivalent (FTE) changes occur.
• Update schedule templates with changes such as FTE changes previously approved by the Medical Director.
• Update schedule templates with providers leave requests/call/certified medical education (CME) and meetings as needed.
• Manage leave requests, communicating with staff and department leadership for follow up when necessary.
• Approve leave requests as per approved protocol.  Obtain site leadership approval for exceptions to designated limits.
• Ensure all approved leave requests are entered in UltiPro, and approve these requests in UltiPro as appropriate.
• Escalate issues with provider time-off to Scheduling Manager and Medical Director as necessary.
• Maintain accuracy of Momentum, VG’s scheduling software.
• Provide documentation to new providers on the leave request process.
• Train providers and enforce policy regarding timely need for leave requests during high vacation demands.
• Update provider leave requests in schedule templates.
• Create Call and resident schedules.
• Work with the Outreach Department to coordinate staff assisting with Camp visits.
• Work with the Scheduling Manager to develop comprehensive training on how to create, maintain, and edit schedule templates.
• Conduct regular training sessions for onsite leadership staff.
• Provide ongoing assistance for leadership staff regarding provider schedules.
• Work with the Scheduling Manager to develop standard operating procedures related to scheduling and leave request processes.
• Work independently and successfully collaborate with the site leadership teams and providers. 
• Maintain consistent scheduling across sites and abide by scheduling guidelines for the organization.
• Perform other duties as needed or assigned.
• Handle protected health information in a manner consistent with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and subsequent related laws and VG policies.

HIPAA Requirements:
Through access to Epic provider templates, the Scheduling Coordinator will have access to PHI in the course of his/her duties.  The Scheduling Coordinator is required to read the content of these records only the extent needed to accomplish the assigned task.

Knowledge, Skills and Abilities Required:

• Electronic Medical Records experience, Epic preferred.
• Demonstrated skills in scheduling (e.g. project management, schedule development).
• Demonstrated high level of skill in interpersonal relations.
• Detail-oriented, highly organized, and process focused
• Demonstrate initiative and judgment in problem solving
• Ability to work independently and make decisions based on Center’s policies and protocols.
• High level of accuracy with numbers and data.
• Excellent interpersonal, oral, non-verbal and written communication skills.
• High degree of confidentiality, integrity and professionalism.
• Desire to work with underserved/disenfranchised communities.
• Demonstrated ability to work effectively in a team environment.
• Advanced computer skills in Microsoft office suite including Microsoft Word, Excel, and PowerPoint.
• Commitment and alignment to Virginia Garcia’s mission, vision and values.

Education and Experience Required:

• Bachelor’s degree in a relevant field or four years of experience in healthcare required.
• One year of experience in healthcare or health-related field preferred.
• Previous experience in medical scheduling preferred.
• Valid driver’s license, reliable transportation, safe driving record and insurance coverage required.

Behavioral Competencies:
Accountability
•    Role model VG’s mission, vision, and shared values
Customer-Focus
•    Listen to the voice of the customer and strive to delight them by exceeding their expectations

Teamwork
•    If someone needs help, help them
Initiative
•    Be innovative, apply fresh ideas, and continuously improve how you do your work
Confidentiality
•    Maintain strict confidentiality and respect the privacy of others
Ethical
•    Demonstrate integrity, honesty, and stewardship in all encounters at work
Respect
•    Demonstrate consideration and appreciation for co-workers and patients
Communication
•    Demonstrate the ability to convey thoughts and ideas as well as understand perspective of others

Physical Requirements:
Percentage of time spent 

• Standing:  5%
• Walking:  5%
• Sitting:  90%
• Reaching/stooping/bending: up to 5%
• Computer usage: up to 95%
• Travel: up to 5%
• Lifting: up to 25 pounds on occasion

Working Environment/Physical Hazards:
•    Work in a well-lighted, ventilated environment

Equipment Used:
Office Equipment

• Computer – data entry and word processing
• Telephone, Fax, Copier

Immunization:
Staff members must meet immunization requirements as stated in VGMHC’s immunization policy and state and federal guidelines.

Job descriptions represent a general outline of the essential and major job duties, functions and qualifications required. They cannot be all-inclusive and comprehensive due to the dynamic nature of work performed to accomplish VGMHC’s Mission.

VGMHC is an Equal Opportunity Employer. No person is unlawfully excluded from consideration for employment because of race, color, religious creed, national origin, ancestry, sex, age, veteran status, marital status, or physical challenges. The policy applies not only to recruitment and hiring practices, but also includes fairness in placement, promotion, transfer, rate of pay, and termination.
 

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