Scheduling Coordinator- OBGYN - Caring Health Center Inc

General Description:

The Obstetrics, Gynecology, & Reproductive Health (OBGYN) Scheduling Coordinator will play

a critical role in the entire patient experience for clients seeking obstetrics, gynecology, and

reproductive health services. This team member will provide medical practice management and

scheduling support across all health center providers and sites, and will support a growing

obstetrics, gynecology, and reproductive health practice providing a broad range of specialty

services including prenatal care, family planning, women’s health, sexual health, and LGBTQ+

health care.

Reports to: Medical Practice Manager

Supervises: N/A

Salary/Status: Non-Exempt

Hours: 40 Hours/Week

Minimum Requirements:

● Oral and written fluency in English required; fluency in another language preferred (e.g.,

Spanish, Arabic, Russian, Vietnamese, Nepali, Somali, Swahili, Pashto).

● Prior experience in medical patient operations (e.g., registration, switchboard, medical

records, referrals) or other medical roles preferred.

● Prior experience in obstetrics, gynecology, or reproductive health settings preferred.

● Knowledge of medical terminology preferred, including Health Insurance Portability and

Accountability Act (HIPAA).

● Ability to provide unbiased support to patients seeking a range of sensitive health

services including but not limited to pregnancy testing and pregnancy options

counseling, including abortion, adoption, and parenting; Sexually Transmitted Infection

(STI) testing, counseling, and prevention; contraception and contraceptive counseling;

fertility counseling and referrals; and sexual orientation and gender identity.

● Strong organizational skills and ability to effectively balance and prioritize daily tasks.

● Ability to listen, demonstrate responsiveness, and integrate feedback thoughtfully and

promptly.

● High reliability and commitment to adhere to designated work hours and tasks.

● Friendly and compassionate demeanor; ability to build effective working relationships

with diverse clients, staff, community partners, external practices, and general public.

● Ability to demonstrate cultural sensitivity with staff, teams, patients, stakeholders, and

partners representing diverse cultures, ethnicities, sexual orientations, gender identities,

socioeconomic statuses, educational backgrounds, worldviews, literacy levels, and

languages.

● Understanding of social and cultural issues commonly experienced by individuals and

communities who seek community health center services.

● Ability to utilize basic word processing applications required; experience with Electronic

Medical Records (EMRs), Microsoft Office, and Google Workspace applications

preferred.

● Utmost discretion and compliance with state, federal, and internal policies when handling

confidential patient information.

Principle Responsibilities and Duties:

● Serve as a point-person to coordinate internal office visit scheduling for obstetrics,

gynecology, and reproductive health visits across all health center providers and sites,

including:

o Nurse visit schedules for Obstetrics, Gynecology, & Reproductive Health Nurses;

o Provider visit schedules for staff specialists (e.g., Obstetrician-Gynecologists)

and contracted specialists (e.g., Certified Nurse Midwives); and

o Provider visit schedules for Reproductive Health Champions and/or other

Providers as needed.

● Coordinate external Operating Room (OR) scheduling for patients at all sites receiving

obstetric and gynecologic care at Baystate Medical Center, including:

o Gynecologic surgeries;

o Pre-operative and post-operative office visits for patients seen for gynecologic

surgery;

o Prenatal visits for second- and third-trimester patients; and

o Post-partum office visits for patients following hospital delivery.

● Maintain up-to-date knowledge of scheduling requirements to ensure that various

categories of patient visits are scheduled with appropriately credentialed providers, at

appropriate site locations, within appropriate timeframes (e.g., gestational time frame,

same-day contraception, etc.), and in alignment with specifications such as visit length

requirements, provider preferences, and work schedules of obstetrics, gynecology, and

reproductive health care teams.

● Collaborate with Obstetrics, Gynecology, and Reproductive Health care team to manage

obstetrics, gynecology, and reproductive health internal referrals, phone calls,

voicemails, in-baskets, and emails for all sites.

● Provide scheduling priority to identify patients’ obstetrics, gynecology, and reproductive

health needs; refer acute needs to Obstetrics, Gynecology, & Reproductive Health

Medical Assistants and/or Nurses to facilitate comprehensive triage and care.

● Provide appointment reminder calls, letters, and other correspondence to patients and

specialty practices.

● Collaborate with Medical Records, Referrals, Prior Authorizations, Switchboard, and

other medical operations staff to capture, schedule, and coordinate information as

needed to facilitate obstetrics, gynecology, and reproductive health visits.

● Upon hire, attend required training series including “Basic Family Planning” and

“Obstetric Triage Education” (fees covered by agency).

● Periodically meet with departmental leads including the Front Operations Manager and

Obstetrics, Gynecology, & Reproductive Health Nurse Manager.

● Reviews schedules routinely to ensure proper slot utilization and increase opportunities

for patient access. Discusses scheduling conflicts or problems with supervisors and

offers solutions to improve.

● Continuously monitors schedule and provides updates throughout the day.

● Generates and utilizes wait lists and reschedules patient appointments as needed.

● Manages appointment workqueue requests to ensure continuity of care.

● Provides direct support to the medical practice manager and handles scheduling

requests

● Responsible for the accuracy and completeness of the data entry of patient information

into the computer. This data entry includes various patient information, as well as

relevant insurance.

● Maintains current knowledge of the time requirements of various categories of patient

visits, preferences and work schedules of various physicians.

● Ability to schedule appointments in appropriate appointment types.

● Make patient reminder calls in a timely fashion.

● Carry out other tasks as requested in situations where participation may be required.

Working Conditions:

● Position requires prolonged periods of sitting at a desk and typing on a computer; ability

to stand for prolonged periods of time; ability to perform moderate activities such as

climbing stairs, bending, stooping, reaching, and lifting up to 20 pounds at times; and

potential exposure to adverse outdoor environmental conditions.

● Requires rotation with other front office personnel with little or no notice across various

site locations.

● Requires covering later clinic hours including some evenings and/or weekends across

various site locations.