Scheduling Coordinator

WACO FAMILY MEDICINE•Waco, TX

About The Position

DUTIES: Scheduling of residents, fellows, and faculty (WFM- Residency uses Qgenda as the management platform for faculty and resident scheduling) Creation, maintenance, and management of schedules including but not limited to: Annual resident rotation schedules Simulation lab schedules Faculty physician service schedules Resident & Faculty regular and specialty templates in EPIC Annual pregnancy centering schedule Recruiting and Interview Season task scheduling Initial supervision of, and coordination with Program Directors (PDs) for, approvals regarding items including but not limited to: Time-off requests Elective choices Specialty clinics requests Other experiences such as Baylor Laboratory for Exercise Science Technology (BLEST), Centering, American Board of Family Medicine In-training Exam (ABFM ITE) administration, CCC scheduling, SAR scheduling and bi-annual Faculty Review Coordination with faculty to provide support for Team Protected Time (TPT) didactic sessions; Curriculum; distribution of rotation memos, including external contact information, etc. Committee assignments such as Program Evaluation Committee (PEC), Curriculum, Attendance, coordination, and support for meetings Other administrative responsibilities determined by PC and PDs such as coordination for the Advanced Life Support in Obstetrics (ALSO) course, recording meeting minutes, sending documents via DocuSign PHYSICAL AND MENTAL REQUIREMENTS: Visual and auditory accuracy Generally, 8-hour workday with rare night and weekend responsibilities Typically, indoor office setting Continuous use of computer and multiple online software platforms Long periods of sitting Frequent use of telephone Continuous repetitive grasping and manipulation of both hands Continuous conversational communication Occasional reaching, walking, squatting, bending, kneeling, twisting and climbing Occasionally carrying, lifting, pushing, and pulling of up to 25 lbs. Occasionally working in confined, noisy, dusty areas Occasional use of personal car for work related tasks or events Understand/carry out simple/detailed, oral/written instructions Memorize and retain instructions Read and interpret detailed specifications

Requirements

GME Scheduling Coordinator
REPORTS TO: WFM-I Institutional and Program Coordinator; Residency and Fellowship Program Directors
EDUCATION & EXPERIENCE: An associate degree preferred. Experience with digital schedule and appointment management, management of phone calls, emails, and texts related to scheduling. Experience with management of notifications related to schedule changes. Ability to prioritize tasks. Equivalent experience may be substituted for education and experience requirements.
SKILLS & REQUIREMENTS: Excellent verbal and written communication skills. Exceptional interpersonal skills. High level of integrity, ability to manage confidential information. Excellent time management skills with the ability to meet deadlines. Strong analytical and problem-solving skills. Ability to prioritize tasks and exercise discretion and independent judgment with respect to matters of significance. Demonstrated organizational skills and commitment to collaboration and teamwork. Ability to function well in a high-paced and sometimes stressful environment. Able to take and apply feedback. Proficiency in Microsoft Office Suite and web-based interfaces. Ability to work occasional nights and weekends related to program events.

Responsibilities

Scheduling of residents, fellows, and faculty (WFM- Residency uses Qgenda as the management platform for faculty and resident scheduling)
Creation, maintenance, and management of schedules including but not limited to:
Annual resident rotation schedules
Simulation lab schedules
Faculty physician service schedules
Resident & Faculty regular and specialty templates in EPIC
Annual pregnancy centering schedule
Recruiting and Interview Season task scheduling
Initial supervision of, and coordination with Program Directors (PDs) for, approvals regarding items including but not limited to:
Time-off requests
Elective choices
Specialty clinics requests
Other experiences such as Baylor Laboratory for Exercise Science Technology (BLEST), Centering, American Board of Family Medicine In-training Exam (ABFM ITE) administration, CCC scheduling, SAR scheduling and bi-annual Faculty Review
Coordination with faculty to provide support for Team Protected Time (TPT) didactic sessions; Curriculum; distribution of rotation memos, including external contact information, etc.
Committee assignments such as Program Evaluation Committee (PEC), Curriculum,
Attendance, coordination, and support for meetings
Other administrative responsibilities determined by PC and PDs such as coordination for the Advanced Life Support in Obstetrics (ALSO) course, recording meeting minutes, sending documents via DocuSign