Position Information

Scheduling & Special Project Coordinator
Position: Scheduling & Special Project Coordinator
Organization: White House Clinics
Location: Richmond,  KY 
United States
Posting Start Date: 5/23/2024
Date Posted: 5/23/2024


1. Serves as the main point of contact for provider and clinical staff call-ins, coordinates coverage across clinical sites and sends notification to appropriate teams.

a. Acts as the contact for providers to notify if provider anticipates arriving late or is unable to work.

b. Responsible for closing provider schedule, sending initial patient text communication, and provides notification to staff when a provider will not be attending their scheduled shift.

c. Acts as the contact for clinical support staff to notify if staff member is unable to work or anticipates arriving late.

d. Responsible for arranging coverage as necessary and for notification to staff member’s supervisor.

2. Manages provider scheduling templates in the electronic health record and ensures books are opened and closed to patient scheduling in regard to time off requests, provider schedule, holidays, and in accordance with organizational policy.

a. Monitors provider time off requests and approves time in accordance with appropriate coverage levels, as determined by organizational policy or the COO.

b. Responsible for opening and closing scheduling book and communicating changes to templates to clinic staff to ensure patient notification can occur.


3. Oversees clinical staff schedules and ensures appropriate coverage across clinic sites.

a. Organizes and prepares work schedules for clinical staff to ensure appropriate staffing levels.

b. Approves staff PTO requests in accordance organizational policy and within coverage guidelines.

c. Coordinates scheduling issues and identifies concerns to Service Line Managers as necessary.


4. Oversees provider timecards in the human resource management system, ensures adjustments to timecards are entering appropriately and timely.

5. Works with members of management team to ensure meeting blocks are added to provider books as necessary.

6. Tracks provider and clinical support staff absences and provides monthly report to direct supervisor and documents in human resource management system.

7. Works with the COO and CMO to develop coverage schedules for high volume time off request periods, coordinates coverage as needed.

8. Assists with development and implementation of staff scheduling guidelines and/or protocols as needed.

9. Identifies and presents to the COO and CMO opportunities for improvement in provider scheduling to improve patient access.

10. Performs other duties in other departments as assigned.



Minimum Education

Candidates should possess a bachelor’s degree in Health Information, Health Administration, or related field. A combination of alternative education combined with appropriate work experience may substitute for the Bachelor’s degree requirement.


Minimum Work Experience

3-5 years’ work experience in a medical environment is preferred.


Required License


Status: This listing expires on: 6/22/2024
Send to a Friend  Send to Friend
   Print Job
Return to Job Search  Return to Job Search
Post a Position  Post a Position
Organization Information
White House Clinics

Richmond,  KY 40475
United States
Latrell Floyd