Central Scheduler

Central Scheduler

Our Culture- Why work with us:

Joining Outer Cape Health Services isn't just about taking on a new role; it's about embracing a mission that goes beyond the day-to-day. Here, you become part of a dedicated team committed to safeguarding and nurturing invaluable community health resources. Our ethos is built on creating a vibrant and inclusive workplace where every team member is valued and recognized for their unique contributions.

Who We Are:

Our mission is to provide a full range of primary health care and supportive social services that promote the health and well-being of all who live in or visit the ten outermost towns of Cape Cod.

OCHS now cares for more than 20,000 patients annually, and no one is denied access to services due to an inability to pay. Founded in 1987 through the merger of Health Associates of Provincetown (established in 1972) and the AIM Medical Center in Wellfleet (established in 1966), Outer Cape Health has a long history of successful growth and expansion in pursuit of this mission. As a Patient-Centered Medical Home, OCHS holds itself to the highest standards. Ensuring patients have access to care when they need it and request it and validating that staff are working at the top of their licensures are the foundations of this model.

Our Core Competencies:

At Outer Cape Health Services, our core competencies are the foundation upon which our organization is built, guiding us in our mission to deliver exceptional health services to our communities. Our focus on fostering teamwork ensures that we operate as a cohesive unit, valuing each member's contribution and working synergistically towards common goals. Integrity and honesty stand at the heart of everything we do, creating a culture of trust and respect among our team and the communities we serve. Embracing technology, we continually seek innovative solutions to enhance our services and operations. Finally, being patient-centered, we prioritize the needs and well-being of those we serve, striving to exceed expectations and make a meaningful difference in their lives.

A Day in the Life of this Role:

Reporting to the Senior Director of Operations, the Central Staff Scheduler optimizes patient access and operational efficiency across the organization's three medical sites by strategically scheduling clinical and patient care services personnel and coordinating per diem and float staff as needed. This role serves as the central hub for workforce and exam room scheduling, ensuring that all locations are consistently, safely, and equitably staffed to deliver high-quality primary care while aligning with budgetary and operational goals.

Summary of Duties:

Clinic Scheduling and Room Utilization Management

• In partnership with the Practice Managers and Medical Directors, the incumbent will coordinate daily provider and staff scheduling, including shift assignments, coverage adjustments, and time off requests.
• Maintain and adjust staff and provider schedules to meet operational, clinical, and patient care needs.
• At the direction of the Practice and Clinical managers, provide approval for time off requests that meet PTO guidelines. Review time off requests outside of PTO guidelines with appropriate leadership.
• Manage sick calls, and last-minute staffing changes by identifying appropriate coverage solutions and communicating updates promptly.
• Collaborate with Practice Manager and Medical Directors to monitor and optimize exam room utilization.
• Serve as the primary point of contact for schedule-related communication among providers, clinical staff, and operational leadership.
• Collaborate with managers and department leaders to anticipate operational needs and plan proactively for coverage and capacity.

Data Reporting and Process Improvement

• Facilitate monthly scheduling and operational meetings to identify barriers, improve workflow, and support team alignment.
• Track scheduling trends, coverage gaps, utilization patterns and escalate concerns or recommendations as appropriate.
• Support process improvement efforts related to scheduling efficiency, staffing coverage, and room management.
• Utilize scheduling software (Paycom) and historical data to forecast staffing needs, ensuring alignment with provider schedules, peak patient hours, and the balance between in person and telehealth staffing needs.
• Maintain accurate scheduling records and ensure compliance with organizational policies and departmental procedures including equity in alternating time off for major holidays.

Operational Team Support

• Provide operational team with support as needed, including administrative tasks for virtual clinics, new patient registration, and scheduling.
• Travel to OCHS sites as needed.
• Other related duties and projects as assigned.