Scheduling Specialist

Housing Works • New York, NY

13d

About The Position

The Scheduling Specialist oversees scheduling operations to maximize efficiency, reduce missed opportunities, and enhance the patient experience. The role works closely with the Community Partnerships Liaison, Clinic Operations Manager (COM), and Health Center Director to support seamless scheduling, registration, and front-end workflows within the clinic. The position also provides front desk coverage during staff breaks or shortages and may perform other duties as assigned.

Requirements

• Associate’s degree.
• Strong organizational and multitasking skills.
• Proficiency in electronic health record (EHR) systems, preferably eClinicalWorks.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Power BI.
• Ability to work flexible hours, including 9 AM–5 PM on non-late clinic days, 11 AM–7 PM on late clinic days, and weekend shifts from 9 AM–5 PM.
• Strong communication and problem-solving abilities.
• Commitment to Housing Works’ mission and advocacy efforts.

Nice To Haves

• Experience in clinic scheduling, healthcare administration, or a related field.

Responsibilities

• Collaborate with the Community Partnerships Liaison to identify scheduling opportunities for unused appointment slots in provider schedules.
• Confirm ZocDoc bookings and verify receipt of appropriate registration documents, ensuring eCW Chart completion, including eICare enrollment.
• Monitor daily schedule flow, optimize efficiency, and reduce missed opportunities by applying “Jockeying the Schedule” principles.
• Proactively confirm same-day appointments for unconfirmed or unregistered clients.
• Oversee front-end workflows and identify and escalate issues to the Clinic Operations Manager when necessary.
• Ensure registration documents sent via Luma are returned and completed before scheduled appointments.
• Verify that scheduled appointments are appropriately set.
• Manage schedule templates to include huddles, same-day appointment blocks, lunch breaks, approved meetings, Grand Rounds, holidays, and approved PTO.
• Coordinate with the Health Center Director to ensure timely broadcast messaging for scheduled or early closings.
• Adhere to Housing Works and Housing Works Community Health Care policies and procedures.
• Participate in direct advocacy actions as required.
• Provide front desk coverage during staff breaks or shortages due to callouts.
• Perform other duties as assigned.
• Provide other reporting functions on scheduling data.

Benefits

• Three healthcare plans to choose from; Housing Works covers most of the plan cost, and the employee pays a portion based on salary.
• Accrue PTO immediately, with up to 30 days earned in the first year.
• Educational benefit available for tuition loan reimbursement, tuition costs, and textbooks.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree