Scheduling Specialist

Housing Works • New York, NY

12d • $50,000 - $55,000

About The Position

The Scheduling Specialist (SS) oversees scheduling operations to maximize efficiency, reduce missed opportunities, and enhance the patient experience. The specialist 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 role may also provide front desk coverage during staff breaks or callouts and perform other duties as assigned.

Requirements

• Experience in clinic scheduling, healthcare administration, or a related field.
• Strong organizational and multitasking skills.
• Proficiency in electronic health record (EHR) systems; eClinicalWorks is preferred.
• 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

• Associate’s degree preferred.
• Experience with eClinicalWorks.

Responsibilities

• Collaborate with the Community Partnerships Liaison to identify scheduling opportunities for unused provider appointment slots.
• Confirm ZocDoc bookings and verify receipt of registration documents; ensure eCW charts are complete, including eICare enrollment.
• Monitor daily schedule flow, optimize efficiency, and reduce missed opportunities by enforcing “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 all 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.
• Carry out other reporting functions related to scheduling data.

Benefits

• Three comprehensive healthcare plans, with Housing Works covering most of the plan cost and the employee paying a salary-based portion.
• PTO accrual begins 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
• Education Level: Associate degree