Scheduling Coordinator

Virginia Garcia Memorial Health Center•Hillsboro, OR

About The Position

The Scheduling Coordinator works with the Scheduling Manager and Center Staff to create and coordinate provider in-clinic and call schedules for all medical and dental sites. The position assists the Scheduling Manager with provider leave requests, payroll sign-off, and creating, managing, and maintaining Epic schedule templates for providers in different disciplines. The coordinator also helps develop and document standard operating procedures for scheduling and leave approvals and maintains public access to scheduling documentation. The role supports site leadership and providers through schedule development, leave-request processing, training, and ongoing assistance. It requires consistent application of organizational scheduling guidelines, collaboration across sites, and appropriate handling of protected health information under HIPAA and related laws and policies. The position works in a well-lighted, ventilated environment and uses office equipment. Staff must meet immunization requirements under VGMHC policy and applicable state and federal guidelines.

Requirements

Bachelor’s degree in a relevant field or four years of experience in healthcare.
Electronic medical records experience; Epic is preferred.
Demonstrated scheduling skills, such as project management and schedule development.
Demonstrated high-level interpersonal skills.
Detail-oriented, highly organized, and process-focused.
Initiative and judgment in problem solving.
Ability to work independently and make decisions based on Center policies and protocols.
High 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 or disenfranchised communities.
Ability to work effectively in a team environment.
Advanced computer skills in Microsoft Office, including Word, Excel, and PowerPoint.
Commitment and alignment with Virginia Garcia’s mission, vision, and values.
Valid driver’s license, reliable transportation, safe driving record, and insurance coverage.
Meet immunization requirements stated in VGMHC’s immunization policy and applicable state and federal guidelines.

Nice To Haves

One year of experience in healthcare or a health-related field.
Previous experience in medical scheduling.
Epic electronic medical records experience.

Responsibilities

Assist site leadership with schedule layouts.
Create and disseminate schedule templates.
Maintain and adjust schedule templates as staff schedules and full-time equivalent changes occur.
Update schedule templates for changes such as FTE changes previously approved by the Medical Director.
Update schedule templates with provider leave requests, call, certified medical education (CME), and meetings as needed.
Manage leave requests and communicate with staff and department leadership for follow-up when necessary.
Approve leave requests according to approved protocol and obtain site leadership approval for exceptions to designated limits.
Ensure approved leave requests are entered in UltiPro and approve them in UltiPro as appropriate.
Escalate provider time-off issues to the Scheduling Manager and Medical Director as necessary.
Maintain the accuracy of Momentum, VG’s scheduling software.
Provide new providers with documentation about the leave request process.
Train providers and enforce policy regarding timely leave requests during periods of high vacation demand.
Update provider leave requests in schedule templates.
Create call and resident schedules.
Coordinate with the Outreach Department on staff assisting with Camp visits.
Work with the Scheduling Manager to develop comprehensive training on creating, maintaining, and editing schedule templates.
Conduct regular training sessions for onsite leadership staff.
Provide ongoing assistance to leadership staff regarding provider schedules.
Work with the Scheduling Manager to develop standard operating procedures for scheduling and leave-request processes.
Work independently and collaborate successfully with site leadership teams and providers.
Maintain consistent scheduling across sites and follow organizational scheduling guidelines.
Handle protected health information consistently with HIPAA, related laws, and VG policies, accessing records only as needed for assigned tasks.
Perform other duties as needed or assigned.