Description The Scheduling Coordinator is responsible for coordinating and maintaining clinical staff schedules, managing employee records, supporting recruitment and onboarding activities, and ensuring accurate scheduling operations. This position provides administrative and operational support to the clinical team, caregivers, members, and office staff while ensuring compliance with company procedures and applicable requirements.
Primary Responsibilities
- Manage and coordinate schedules for Personal Care Services (PCS) and EPSDT.
- Maintain, organize, and update all Personal Care Assistant (PCA) digital files.
- Assist with PCA recruitment and hiring efforts.
- Conduct New Hire Orientations (NEO) for clinical staff.
- Coordinate and schedule FA/CPR training and TB testing for clinical staff.
- Manage and maintain the office cell phone.
- Serve as the primary MEDsys/VinCENT scheduling software resource, providing guidance and training to staff.
- Process inactive SS updates for billing purposes.
- Complete weekly check in’s with on hold members.
- Process schedule changes for all locations.
- Manage Clinical RTO (Request Time Off) and HWA requests
Additional Duties and Responsibilities
- Communicate professionally and effectively with PCAs/Caregivers, members, clinical staff, and administrative personnel.
- Perform data entry, filing, document management, and general administrative support.
- Assist with payroll processes, including timecard review and validation.
- Support staff training and ensure understanding of Electronic Visit Verification (EVV) systems and MEDsys/VinCENT software.
- Provide front desk coverage and backup support as needed.
- Verify Medicaid eligibility and assist with related documentation.
- Develop and maintain spreadsheets, training materials, and administrative resources.
- Create, maintain, and update work instructions, policies, and procedures.
- Conduct quality assurance reviews and file audits of employee and member records to ensure accuracy and compliance.
- Assist with compliance activities and Plan Administration.
- Organize and maintain office files and create employee identification badges.
- Provide administrative and operational support to corporate and satellite offices, including Santa Fe, Socorro, Santa Rosa, and other locations as needed.
- Perform other duties and responsibilities as assigned by the Executive Team.
Requirements
- Strong organizational and time-management skills.
- Excellent verbal and written communication skills.
- Attention to detail and accuracy in documentation.
- Ability to manage multiple priorities and meet deadlines.
- Proficiency in data entry, spreadsheets, and administrative systems.
- Ability to train and support staff in scheduling software and EVV systems.
- Professionalism, confidentiality, and strong customer service skills.
- Ability to work independently and collaboratively across multiple office locations.