Scheduling Coordinator

Commonwealth of Massachusetts; Quincy (MA); Hybrid; USD 67,000 - 96,000; Full time

Benefits offered by this job

Hybrid work schedule

Job summary

MassHealth is seeking a Scheduling Coordinator to manage scheduling for fair hearings and adjudicatory hearings within the MassHealth Board of Hearings Unit. The role emphasizes timely data entry, notices, and coordination with hearing officers, sites, and providers.

Qualifications include a couple of years of relevant administrative experience, proficiency in Word/Excel/Teams/Zoom, and the ability to handle confidential information with discretion. A hybrid work option may be available.

Qualifications

• Two years of professional admin or managerial experience in program management or coordination.
• Ability to understand and apply regulations for the Board of Hearings.
• Ability to gather information, ask questions, and make recommendations.
• Strong written and oral communication; able to give clear instructions.
• Maintain confidentiality and privacy per state regulations.

Responsibilities

• Schedule hearing dates, times, and locations with stakeholders and staff.
• Guide clerical staff on scheduling processes for fair hearings and adjudicatory hearings.
• Ensure operations comply with agency policies and procedures.
• Coordinate notices to all parties and third parties regarding scheduling.
• Assist with provider claims schedules for adjudicatory hearings and conferences.
• Support testing and maintenance of case management systems.

Skills

Scheduling coordination

Data entry

Communication

Team coordination

Microsoft Office

Education

Bachelor's degree in business administration

Bachelor's degree in public administration

Tools

Word

Excel

Microsoft Teams

Zoom

Job description

An Official website of the Commonwealth of Massachusetts

Job Description - Scheduling Coordinator (26000791)

Job Description

Description

The Executive Office of Health and Human Services (EOHHS) seeks qualified applicants for the position of Scheduling Coordinator in the MassHealth Board of Hearings Unit. The Scheduling Coordinator is primarily responsible for the scheduling process (including backfills) for both Fair Hearing and Claims for Adjudicatory Hearings. The incumbent will also be responsible for ensuring that all timely filed requests for Fair Hearings are data entered correctly and scheduled/rescheduled in a timely manner in order to ensure compliance with decision due dates, as mandated by federal and state regulations.

Duties and Responsibilities (these duties are a general summary and not all inclusive):

• Schedule hearing dates, times, and place with coordination of scheduling staff and hearing officers and available hearing sites.
• Provide guidance to clerical staff that are responsible for scheduling fair hearings and claims for adjudicatory hearings.
• Ensure effective operations and compliance with agency policies and procedures.
• Support and guide clerical staff on issues related to data entry, scheduling, and rescheduling requests.
• Ensure that proper notice is given to all parties with regards to scheduling notices, including working with third parties (MassHealth agents, e.g. UMass, MCOs, etc.) regarding scheduling availability.
• Assist with the coordination and management of schedule for all provider claims for adjudicatory hearings, including pre-hearing conferences and status update conferences.
• Responsible for assisting in the updating and/or drafting of any policies/procedures related to the scheduling of fair hearings and claims for adjudicatory hearings.
• Coordinate schedules for all provider claims for adjudicatory hearings including pre-hearing conferences and status update conferences.
• Assist with testing and maintenance of APS.net system or other legal case management systems.
• Responsible for any and all MassHealth representative updates.
• Work with intake staff to assess, review, and revise as needed administrative tasks for streamlining and/automation of the scheduling process.

Required Qualifications:

Knowledge of the principles and practices of human resource management, including behavior techniques, planning forecasting, and organizational development;

Knowledge in the use of methods for writing, preparing, and reading tables and reports;

Ability to understand the regulations, policies, and procedures for the function of the Board of Hearings;

Ability to gather information, formulate questions, and/or make recommendations for resolution;

Ability to give written and oral instructions in a precise and understandable manner;

Ability to manage direct reporting staff tactfully and effectively and to assist in the coordination of supervision of clerical staff;

Ability to adjust to varying or changing situations to meet emergency or changing program requirements;

Proficient use of Word, Excel, Microsoft Teams, and Zoom;

Ability to learn and access a variety of information systems supported by various technological platforms;

Maintain confidentiality and privacy in compliance with state and federal regulations.

Preferred Qualifications:

• Knowledge in the use of methods for writing, preparing, and reading tables and reports;
• Ability to understand the regulations, policies, and procedures for the function of the Board of Hearings;
• Ability to understand the agency regulations, policies, and procedures;
• Ability to gather information, formulate questions, and/or make recommendations for resolution;
• Ability to maintain a staff calendar, accurate records, and reports;
• Ability to effectively multi-task and work in a busy environment;
• Ability to give written and oral instructions in a precise and understandable manner;
• Ability to establish rapport with others;
• Ability to establish and maintain harmonious working relationships with others;
• Ability to manage direct reporting staff tactfully and effectively;
• Ability to adjust to varying or changing situations to meet emergency or changing program requirements;
• Ability to exercise sound judgment;
• Proficient use of Word, Excel, Microsoft Teams, and Zoom;
• Ability to learn and access a variety of information systems supported by a variety of technological platforms;
• Ability to exercise discretion in handling confidential information;

About MASSHEALTH:

MassHealth is the Commonwealth's Medicaid and Children's Health Insurance Program, providing comprehensive healthcare coverage and services to approximately two million Massachusetts residents. Through partnerships with providers, health plans, community organizations, and government agencies, MassHealth works to improve health outcomes, reduce disparities, strengthen care coordination, and ensure access to high-quality, person-centered care. As one of the largest Medicaid programs in the country, MassHealth plays a critical role in advancing healthcare innovation, promoting health equity, and supporting the well-being of individuals, families, and communities across the Commonwealth.

A criminal background check will be completed on the recommended candidate as required by the regulations set forth by the Executive Office of Health and Human Services prior to the candidate being hired. For more information, please visit http://www.mass.gov/hhs/cori and click on "Information for Job Applicants".

Education, licensure and certifications will be verified in accordance with the Human Resources Division’s Hiring Guidelines.

Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth’s website.

For questions, please the contact the Office of Human Resources at 1-800-510-4122 and select option #4.

Qualifications

MINIMUM ENTRANCE REQUIREMENTS

Applicants must have at least (A) two years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, or (B) any equivalent combination of the required experience and the substitutions below.

Substitutions

I. A Bachelor's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.*

II. A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.*

*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

Salary placement is determined by a combination of factors, including the candidate’s years of directly related experience and education, and alignment with our internal compensation structure as set forth by the Human Resources Division’s Hiring Guidelines. For all bargaining unit positions (non-management), compensation is subject to the salary provisions outlined in the applicable collective bargaining agreement and will apply to placement within the appropriate salary range.

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

An Equal Opportunity / Affinitive Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC)may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.

Primary Location

United States-Massachusetts-Quincy - 1 Enterprise Dr

Job

Administrative Services

Agency

Exec Office Of Health and Human Services

Schedule

Full-time

Shift

Day

Number of Openings

2

Salary

66,890.20 - 96,266.04 Yearly

If you have Diversity, Affinitive Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator : Natasha Lugo; [e-mail] - 8572830119

Bargaining Unit : 06-NAGE - Professional Admin.

Confidential : No

Potentially Eligible for a Hybrid Work Schedule : Yes