Clinic Operations Scheduler/Admin

The Clinic Operations Scheduler/Admin will be responsible to coordinate clinical, operational, and program activities on a day-to-day basis. This role will ensure delivery of quality patient care and be responsible for all appropriate documentation and reporting requirements. This position will oversee staff, clinic personnel in a large FQHC, and the EHR PMS environment. 

 BENEFITS

• Free Medical, Dental & Vision
• 13 Paid Holidays PTO
• 403 (B) retirement match
• Life Insurance, EAP
• Tuition Reimbursement
• Flexible Spending Account
• Continued workforce development & training
• Succession plans & growth within

Qualifications/Licensure:

• 1-2 years of experience in an administrative or assistant role, preferably in a medical or healthcare setting.
• Experience with scheduling, customer service, and office coordination.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Familiarity with medical terminology, a plus.
• Strong professional verbal and written communication skills.
• Ability to type 50 words per minute with high accuracy.
• Excellent organizational skills and attention to detail.
• Bilingual skills (English/Spanish fluency), preferred.
• Business Office Administration certification, preferred.

Responsibilities:

• Coordinate the renewal of clinic and lab licenses. 
• Manage Outlook Calendar for Clinic Director of Operations and Chief Operating Officer.
• Responds to correspondence as needed.
• Submit Purchase Orders, check requests, reimbursements, and credit card reports.
• Work with vendors to obtain quotes.
• Purchases items in compliance with organizational policies and within budget.
• Manage and updates department forms and documents as directed. 
• Generates charts and reports as needed for the various clinics.
• Processes and follows up on applications: DHS, CLIA, Pharmacy, LA Care, Business License.
• Review and approves timecards, time off request, hiring of staff, and staff changes.
• Develops operations policies and sign-in sheets.
• Answers and screens telephone calls.
• Arranges and coordinates travel schedules and reservations.
• Travel required between clinics within L.A. and I.E.
• Handles all administrative details associated with provider scheduling (i.e. update When to Work or other scheduling application; advise providers, clinic managers, Call Center staff, contract agencies and other as needed.
• Processes invoices to Finance for payment of Locum Tenens and recruitment agencies as appropriate.
• Maintains detailed records of all changes in provider scheduling.
• Schedules primary care clinic providers in When to Work (WTW) or appropriate scheduling application ensuring three months advance scheduling.
• Support and review clinic schedules daily to provide adequate Provider coverage for providers during vacation and sick time to ensure complete coverage in addition to facilitate scheduling of additional providers in the event of coverage gaps. 

St. John’s Community Health is an Equal Employment Opportunity Employer