Staffing Coordinator

Description

Title: Staffing Coordinator

City: Bellingham, WA

Position: Full-time, Monday-Friday, 8:00am - 5:00pm, non-exempt (hourly)

Compensation: The full wage scale is $22.50 - $31.51 per hour. Placement within the wage range is determined by the candidate’s relevant experience.

Benefits: At FCN, we offer a comprehensive benefits package designed to support your well-being and that of your family, with flexibility and quality care.

Health Benefits:

• Two medical plan options
• Flexible dental coverage, including orthodontia
• Vision coverage
• Expanded Employee Assistance Program (EAP) and mental health program
• Flexible Spending Account (FSA)
• Health Savings Account (HSA) with an employer contribution of $1,500 (pro-rated based on enrollment eligibility)
• Up to $1,500 ($3,000 for family coverage) via employer Health Reimbursement Account (HRA)
• Employer-paid Life/AD&D insurance
• Voluntary Accident and Hospital insurance plans

*Eligibility for these benefits depends on your full-time or part-time status.

Time Off & Wellness:

• Paid Time Off (PTO), Paid Sick Leave (PSL), and Extended Illness Bank (EIB) to support your vacation, health, and personal needs
• PTO, PSL, and EIB accrue starting on your first day, and you can use paid time off after the applicable days of employment
• Full-time employees generally begin earning 18 days of PTO, increasing 33 days over time per our PTO policy.  You can rollover unlimited PTO hours into the next year.
• PSL accrues at 1 hour per 40 hours worked
• EIB accrues up to 32 hours per year (pro-rated based on hours worked) for both part-time and full-time employees, with a maximum of 480 hours

Retirement:

• 401(k) plan with employer match
• 401(k) Profit Sharing Plan
• Financial planning guidance to support your retirement goals

*Eligibility for these programs is based on your years of service and required payroll hours.

Additional Benefits:

• Eligibility for FCN applicable bonuses
• Annual uniform allowance for clinical staff
• Reimbursement of renewal fees for required licensure for clinical staff

About FCN: As an independent, locally owned, physician-run network of family medicine providers, we are passionate about our community's well-being. We take the time to build strong, long-term relationships with our patients and our employees. We have 12 clinics and 3 urgent care centers in Whatcom and Skagit County, in a beautiful corner of northwest Washington where the mountains meet the sea. 

Job Summary:

The Staffing Coordinator is responsible for managing all scheduling and staffing operations for Urgent Care, Inpatient Services, and the Provider Pool, with the flexibility to support additional departments as needed. This role ensures optimal staffing by proactively identifying needs, resolving conflicts, and efficiently scheduling providers and staff. A key aspect of this position is maintaining effective communication with the Practice Manager and administrative team, promptly sharing updates on staffing changes, and safeguarding sensitive information. The Staffing Coordinator utilizes advanced tools for documentation, ensures adherence to policies and procedures and supports administrative functions such as timekeeping and preparing various reports.

Essential Job Functions:

• Scheduling and Coverage Management:
  • Develop and maintain schedules for providers and other staff, ensuring accurate and up-to-date entries in the staffing system.
  • Ensure appropriate staffing coverage for all shifts, including weekends, holidays, and emergencies.
  • Proactively identify staffing needs and schedule providers and staff efficiently using MS Office 365, staffing software, and other tools.
• Real-Time Staffing Adjustments:
  • Monitor patient census and workload to address staffing shortages or surpluses.
  • Adjust schedules based on last-minute call-offs, absences, and schedule changes, arranging coverage as needed by contacting available staff or coordinating with pool providers.
  • Provide support to resolve scheduling conflicts promptly.
• Policy Compliance and Communication:
  • Ensure all schedule changes comply with organizational policies and notify managers of any non-compliance.
  • Maintain effective communication with the administrative team, promptly notifying them of staffing updates or changes.
  • Participate in or host Teams meetings with department leads and stakeholders to address scheduling needs.
• Pool Provider Management:
  • Track the Pool Provider schedule, to ensure providers meet the quarterly minimum pool work requirements.
  • Notify pool providers and managers when requirements are unmet and ensure pool providers are scheduled appropriately with timely updates on shifts.
• Data and Reporting:
  • Use tools and systems for precise schedule documentation and reporting.
  • Analyze and interpret data to support optimal staffing and productivity reporting.
  • Assist in preparing monthly invoices and ensure billing accuracy, as needed.
• Payroll and Educational Coordination:
  • Reconcile timesheets with schedules and attendance data to ensure accurate payroll processing.
  • Coordinate education schedules as requested.
• General Support:
  • Serve as a resource for staff regarding effective use of scheduling and staffing systems.
  • Promote compliance with policies, procedures, and organizational standards.
  • Perform other duties as assigned.

Knowledge, Skills & Abilities:

• Professionalism and Communication:
  • Consistently demonstrates professionalism, offering exceptional service to patients, staff, leadership, and providers.
  • Exceptional written and verbal communication skills, effectively engaging with all levels of staff and management.
• Technical Proficiency:
  • Proficient in MS Office Suite, including Word, Outlook, and Excel.
  • Knowledge of QGenda or other healthcare scheduling software.
• Organizational and Time Management:
  • Detail-oriented with strong follow-through and the ability to manage changing priorities effectively.
  • Demonstrated ability to perform tasks accurately, reprioritize as needed, and recognize when additional support or resources are necessary to meet deadlines.
• Problem-Solving and Decision-Making:
  • Consistently demonstrates critical thinking and sound judgment in decision-making.
• Interpersonal and Emotional Intelligence:
  • High level of interpersonal skills to handle sensitive and confidential situations with discretion and compassion.
  • Adept at managing sensitive conversations or circumstances with calmness and tact.

Qualifications

Education & Experience:

• Education: High school diploma or GED required, or an equivalent combination of education, training, and experience that provides the necessary knowledge and skills.
• Preferred Experience: Two or more years of staff scheduling or administrative experience and/or relevant coursework.
• Industry Experience: Experience in the healthcare industry is preferred.
• Additional Knowledge: Familiarity with QGenda or similar scheduling software is a plus.

Physical Requirements:

Performing the duties of this job requires ability to: stand; walk; sit; climb stairs; use hand to finger coordination, handle or feel objects, tools or controls; reach with hands and arms; balance, stoop, kneel, crouch; talk or hear.  The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities include close vision, peripheral vision, depth perception and the ability to adjust and focus. 

Immunization Requirements: Employees are required to meet immunization standards in accordance with federal, state, and organizational health and safety guidelines, as applicable to the role. A simple process is in place for employees to request exemptions for medical or religious reasons.

Family Care Network is a Drug-Free, Equal Opportunity Employer.

Salary : $23 - $32