Medical Scheduling and Coordination Specialist

State of Iowa - Executive Branch; Cherokee (IA); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Health, Dental, and Vision Coverage

Paid Time Off

Retirement Plans

Flexible Spending Accounts

Insurance Coverage

Employee Assistance Program

Employee Discount Programs

Job summary

The Iowa Department of Health and Human Services (HHS), Division of State-Operated Specialty Care, CCUSO in Cherokee, IA, is seeking a Medical Scheduling and Coordination Specialist to support the nursing team. You will schedule medical, psychiatric, dental, and legal appointments and coordinate secure patient transport.

The role emphasizes accurate documentation, HIPAA compliance, and collaboration with nursing, security, and outside providers.

Qualifications

• Two years of full-time clerical work using medical terminology.
• Experience in the state executive branch or related medical clerical role.
• Ability to maintain scheduling accuracy and privacy under HIPAA.

Responsibilities

• Schedule medical, psychiatric, dental, specialty, and legal appointments.
• Coordinate court dates, evaluations, and attorney visits.
• Manage master appointment and transport calendars with nursing and security.
• Identify and resolve scheduling conflicts across teams.
• Communicate appointment details to all parties.
• Maintain scheduling records and produce routine reports.
• Ensure HIPAA compliance and accurate documentation.

Skills

Excel

Tools

Excel

Job description

Job Description

The Iowa Department of Health and Human Services (HHS), Division of State-Operated Specialty Care, Bureau of Civil Commitment Unit for Sex Offenders (CCUSO) is seeking a Medical Scheduling and Coordination Specialist to support the nursing team. This position works closely with nursing staff, security personnel, outside medical providers, and legal entities to ensure smooth, accurate, and safe scheduling processes.

Overview

The Medical Scheduling and Coordination Specialist supports patient care and facility operations by managing appointments, coordinating secure patient transport, maintaining documentation, and assisting nursing leadership with administrative needs. The normal schedule will be Monday-Friday, 7:30am-4:00pm (some flexibility with scheduled hours can be discussed).

Scheduling And Coordination

• Schedule and manage medical, psychiatric, dental, specialty, and legal appointments.
• Coordinate court dates, evaluations, and attorney visits alongside medical needs.
• Assist nursing management with staff scheduling and work with security to maintain master appointment and transport calendars.
• Identify and resolve scheduling conflicts across medical, security, legal, and external providers.
• Communicate appointment details to all relevant parties.

Nursing And Security Collaboration

• Confirm transport requirements, supervision levels, restraints, and precautions.
• Ensure provider and treatment orders are communicated accurately.
• Coordinate escort assignments and security needs for outside appointments.
• Serve as liaison among treatment teams, security, outside providers, and legal agencies.
• Flag incomplete documentation or orders before appointments proceed or return patient records are filed.

Documentation And Compliance

• Maintain accurate scheduling records using Excel and applicable systems.
• Produce reports on appointment completion, cancellations, and outstanding orders.
• Ensure compliance with HIPAA and legal documentation requirements.
• Support audit readiness through organized and accurate recordkeeping.

Administrative Support

• Assist nursing management with information gathering and report preparation.
• Coordinate with Purchasing on billing, ordering, and inventory management.
• Perform data entry, filing, correspondence, and appointment paperwork.
• Work with other departments on meetings, ordering, and personnel scheduling.
• Track CQI goals and suggest corrective actions when needed.
• Support onboarding of new patients into scheduling systems.
• Help improve processes for scheduling, ordering, transport coordination, and inventory control.

Staff Expectations

• Follow all directives, policies, and procedures.
• Promote teamwork and positive working relationships.

Applicants will be required to complete a background check to be considered for this position.

CCUSO provides a secure, long-term, and highly structured setting to treat sexual offenders who have served their prison terms, but, in a separate civil trial, have been found likely to reoffend. The facility provides state-of-the-art treatment to patients to lower their risk of re-offending and to release them from confinement as quickly as possible. There is a full range of diagnostic, treatment, and rehabilitative services focused on addressing the conditions impacting a patient’s likelihood of re-offending. For more CCUSO info: https://hhs.iowa.gov/family-community/specialty-care-facilities/civil-commitment-unit-sexual-offenders

Benefits Of Joining CCUSO

Working for the State of Iowa comes with its perks. In addition to a competitive salary, you'll enjoy a comprehensive benefits package designed to support your well-being and professional growth.

• Health, Dental, and Vision Coverage: Health and dental insurance packages to keep you and your family healthy at a low cost with outstanding coverage!
• Paid Time Off: Take time to recharge with paid time off, including vacation (96 hours/year to begin, increasing with years of service), sick leave (144 hours/year), and paid holidays (9 days/year).
• Retirement Plans: Participate in retirement plans such as IPERS (employees contribute 6.29% and the State of Iowa contributes 9.44%) as well as our Retirement Investors Club (RIC), Employer Sponsored Retirement Plan (the State of Iowa matches dollar for dollar up to $75/month).
• Flexible Spending Accounts: Take advantage of flexible spending accounts for medical and dependent care expenses.
• Insurance Coverage: Benefit from life insurance and free long-term disability insurance for added peace of mind.
• Employee Assistance Program: Access resources and support through our Employee Assistance Program for personal and professional challenges.
• Employee Discount Programs: Enjoy discounts on a variety of goods and services through our employee discount programs.

Cherokee Highlights

CCUSO is located in Cherokee, a city of approximately 5,000 set in the beautiful Little Sioux River Valley in Northwest Iowa. Residents enjoy fishing and canoeing on the Little Sioux River which winds through town providing a backdrop to a well-developed parks and trails system. In addition, Cherokee has over 1,000 acres of land devoted to parks and outdoor activities like camping, hiking, and horseback riding. Cherokee is the home of the first accredited museum and planetarium in Iowa, Sandford Museum and Planetarium, established in 1951. Cherokee may be the smallest town in the world to have its own symphony orchestra! This 60-member orchestra has been referred to as the “best kept secret in Northwest Iowa.”

Cherokee is home to Western Iowa Tech Community College and 1 hour or less from other educational institutions including Morningside College, Northwestern College, Buena Vista University, and Dordt College. This quintessential Iowa town is 1 hour from Sioux City and 2 hours from Omaha. Check out these 10 Reasons to Move to Iowa.

The State of Iowa is an EEO/AA Employer

HHS values those with “lived experience” and encourages adults who were fostered as youth, foster parents, and/or parents who were in the HHS system to apply. Minorities, women, persons with disabilities and veterans are encouraged to apply (Hearing and Speech Impaired – Relay Iowa 1-800-735-2942 TDD).

E-Verify and Right to Work

The State of Iowa participates in E-Verify, a federal program that helps employers confirm the employment eligibility of all newly hired employees. Within the required timeframe, new hires will be verified through the E-Verify system to ensure authorization to work in the United States. The State of Iowa also complies with the federal Right to Work laws, which protect employees’ rights to work without being required to join a labor organization. For more information, please visit www.e-verify.gov.

Minimum Qualification Requirements

The equivalent of two years of full-time clerical work experience involving the use of medical terminology;

OR

employees with current continuous experience in the state executive branch that includes the equivalent of one year of full-time work experience as a Resident Treatment Worker, Pharmacy Assistant or a position providing nursing care or clerical work in a state institution providing medical services shall be considered qualified.