Scheduling Specialist

Housing Works • Brooklyn, NY

2d

About The Position

The Scheduling Specialist oversees clinic scheduling operations to maximize efficiency, reduce missed opportunities, and improve the patient experience. The role works closely with the Community Partnerships Liaison, Clinic Operations Manager, and Health Center Director to support seamless scheduling, registration, and front-end workflows. The position also performs other reporting functions on scheduling data, provides front desk coverage as needed, adheres to Housing Works policies and procedures, and participates in direct advocacy actions when required.

Requirements

• Associate’s degree.
• Strong organizational and multitasking skills.
• Proficiency in electronic health record 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 provider appointment slots.
• Confirm ZocDoc bookings and verify receipt of registration documents, including completion of the eCW chart and 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 set appropriately.
• Manage schedule templates, including blocks for huddles, same-day appointments, lunch breaks, approved meetings, Grand Rounds, holidays, and approved PTO.
• Coordinate with the Health Center Director to ensure timely broadcast messaging about 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 caused by callouts.
• Perform other duties as assigned.
• Complete other reporting functions related to scheduling data.

Benefits

• Three comprehensive healthcare plans; Housing Works covers most of the plan cost, with the employee portion based on salary.
• Accrual of up to 30 days of PTO during the first year, beginning immediately.
• Educational benefit available for tuition loan reimbursement, tuition costs, and textbooks.

What This Job Offers

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