X - As-Needed / TEMP - PACE Clinic - Scheduler (Administrative Assistant)
About The Position
The Scheduler supports specialty care services in the PACE Clinic. The role schedules specialty appointments with providers on behalf of participants, arranges transportation with participants, families, caregivers, and contracted vendors, and maintains communication with participants and families. It provides reception relief and supports quality initiatives while contributing to a mission-driven culture focused on customer service, consistency, dignity, and accountability. The Scheduler works with administrative staff and the clinical team to coordinate specialty appointments and services, report relevant information to the clinical and Interdisciplinary Teams, and document interactions in medical records according to current workflows. The role also maintains confidential participant, policy, and personnel information and assists with departmental priorities and other assigned duties.
Requirements
- High school diploma or equivalent and one year of experience working in a clinical setting, or an equivalent combination of education and experience sufficient to perform the essential duties.
- CPR and First-Aid Certification required, or must be obtained within six months of hire.
- Ability to develop rapport and maintain effective working relationships with leadership, staff, and external contacts at all levels and from diverse backgrounds.
- Ability to work independently and exercise sound judgment.
- Clear and concise oral and written communication skills.
- Ability to work a flexible schedule and participate in evening and weekend events.
- Organizational, analytical, problem-solving, and project management skills.
- Ability to work efficiently in a fast-paced environment.
- Ability to manage multiple projects and identify opportunities for internal and external collaboration.
- Ability to motivate and lead multi-program teams and external committees or coalitions.
- Ability to use computers, Microsoft Office (Word, Outlook, Excel, and PowerPoint), and job-specific applications or systems to produce correspondence, charts, spreadsheets, and other applicable information.
- Ability to visually read information from computer screens, forms, and printed materials; speak clearly; hear verbal communications by telephone and in person; and perform manual dexterity and movement activities including typing, writing, standing, reaching, bending, crouching, walking, kneeling, and prolonged sitting.
- Ability to lift and move objects, patients, and/or equipment weighing 26 to 50 pounds.
Nice To Haves
- Associate degree.
- One year of health care experience.
- Bilingual in English and one of CalOptima Health's defined threshold languages: Arabic, Chinese, Farsi, Korean, Russian, Spanish, or Vietnamese.
Responsibilities
- Participate in a mission-driven culture focused on high-quality performance, customer service, consistency, dignity, and accountability.
- Maintain and support current quality initiatives related to specialty care services.
- Provide reception relief according to business needs.
- Arrange transportation services with participants, families, caregivers, and contracted transportation vendors.
- Schedule specialty appointments with providers on behalf of participants.
- Maintain communication with participants and/or families regarding specialty services.
- Assist the team with department responsibilities and support short- and long-term departmental goals and priorities.
- Coordinate work with other administrative staff within the PACE center.
- Maintain confidential and sensitive participant, policy, and personnel information and files, with appropriate follow-up.
- Coordinate specialty appointments and services in collaboration with the clinical team.
- Report pertinent information to the clinical team and Interdisciplinary Team to facilitate completion of specialty appointments.
- Document interactions in medical records according to current workflows.
- Complete other projects and duties as assigned.
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What This Job Offers
Career Level
Entry Level
Education Level
High school or GED
