Scheduling Coordinator

Cape Cod Healthcare•Hyannis, MA

About The Position

The Scheduling Coordinator is responsible for managing all aspects of employee time records, including sick calls, filling open shifts, sign-ups, timecard approvals, and daily schedule reconciliation. This role serves as the central communication hub for staffing and scheduling issues, ensuring overall coordination of department staffing and scheduling in alignment with budget and patient needs. The coordinator must maintain a thorough understanding of all staffing, budget, union language, scheduling, and pay policies and procedures, and effectively communicate this knowledge. They will actively participate in labor relations activities and meetings related to contractual language for staffing and scheduling. Additionally, the role involves running QC reports, editing accounts, developing training materials, and supporting the entire department. This includes training new permanent and temporary registration staff on computer programs like ATSS, Internet, and e-mail, and preparing required reports for management on department productivity and quality. The coordinator will also provide support to Revenue Cycle personnel on Access-related issues, monitor and follow up on Access work lists, and assist in monthly staff meetings and hospital committees. They will support management with reporting and documentation for training, disciplines, performance appraisals, and competency development. The position requires being on-call as scheduled, troubleshooting EHR & Staffing system issues, and performing other assigned duties. A key aspect of the role is providing service excellence to all patients, family members, visitors, volunteers, and co-workers, and actively participating in continuous improvement initiatives.

Requirements

High School graduate or equivalent.
Intermediate computer ability.
Proficiency in Outlook, Word, Excel, and ATSS.
Exceptional Time Management Skills.
Team oriented with good interpersonal skills, a positive attitude, and professional demeanor.

Nice To Haves

College degree preferred.
Knowledge of manpower planning, scheduling, methods and techniques.
Familiarity with computerized staffing systems preferred.

Responsibilities

Handles all aspects related to employee time records (e.g., sick calls, filling open shifts, sign-ups, timecard approvals, and daily schedule reconciliation).
Functions as the central communication source regarding staffing and scheduling issues.
Responsible for overall coordination of department staffing and scheduling in line with budget and patient needs.
Maintains in-depth knowledge and understanding of all staffing, budget, union language, scheduling, and pay policies and procedures, and effectively communicates this understanding.
Actively participates in related Labor Relations activities/meetings as they pertain to contractual language relevant to Staffing and Scheduling.
Routinely runs QC reports, edits accounts, develops training materials, and serves as a support to the entire department.
Works in conjunction with management regarding training all new permanent and temporary Registration staff on all computer programs used in Registration (ATSS, Internet, e-mail, and others as adopted for use).
Prepares and provides required reports to management that document the productivity and quality results of the department.
Provides support to Revenue Cycle personnel on Access related issues.
Daily monitoring and follow-up on Access related work lists.
Assists in monthly staff meetings and participates in hospital committees as required.
Supports management by providing reporting and documentation to assist with training, disciplines, performance appraisals, and competency performance standard development.
Responsible for being on-call as scheduled on evenings, weekends, and holidays.
Ability to independently troubleshoot EHR & Staffing system issues prior to escalating to IS and Management.
Performs other work-related duties and activities as assigned or requested.
Consistently provides service excellence to all patients, family members, visitors, volunteers, and co-workers.
Challenges current working practices; identifies process improvement opportunities and presents recommendations and solutions to management.
Engages and commits to the organization’s culture of continuous improvement by actively participating, supporting, and promoting CCHC Pillars of Excellence.