Scheduling Specialist

Housing Works; New York (NY); On-site; USD 29,000 - 33,000; Full time

Benefits offered by this job

Healthcare plans

PTO accrual up to 30 days

Educational benefit

Job summary

Housing Works is seeking a Scheduling Specialist to oversee clinic scheduling and front-end workflows in New York. You will collaborate with clinical and administrative leaders to maximize efficiency, ensure accurate registrations, and improve patient experience.

The role requires experience in clinic scheduling, proficiency with EHR systems (preferably eClinicalWorks), and strong organizational and communication skills.

Qualifications

• Experience in clinic scheduling, healthcare administration, or a related field.
• Strong organizational and multitasking skills.
• Proficiency in electronic health record (EHR) systems, preferably eClinicalWorks.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Power BI).
• Ability to work flexible hours, including 9 AM–5 PM on non-late clinic days, 11 AM–7 PM on late clinic days, and weekend shifts from 9 AM–5 PM.

Responsibilities

• Collaborate with the Community Partnerships Liaison to identify scheduling opportunities for unused appointment slots in provider schedules.
• Confirm ZocDoc bookings and verify receipt of appropriate registration documents, ensuring eCW Chart completion, including eICare enrollment.
• Monitor daily schedule flow, optimizing efficiency and reducing missed opportunities by enforcing “Jockeying the Schedule” principles.
• Proactively confirm same-day appointments for unconfirmed or unregistered clients.
• Oversee front-end workflows, identifying and escalating issues to the Clinic Operations Manager (COM) when necessary.
• Ensure registration documents sent via “Luma” are returned and completed before scheduled appointments.
• Verify that all scheduled appointments are appropriately set.
• Manage schedule templating to include essential blocks such as Huddle, Same Day Appointment Blocks, Lunch Breaks, Approved Meetings, Grand Rounds, Holidays, Approved PTO.

Skills

Clinic scheduling

Healthcare administration

EHR proficiency

MS Office Suite

Communication skills

Problem solving

Tools

eClinicalWorks (eCW)

Power BI

Microsoft Word

Microsoft Excel

Job description

Compensation Range: $21/hr - $24/hr commensurate with experience

Benefits:

We have three comprehensive healthcare plans to choose from based on your priorities and budget. Housing Works covers most of the plan; you pay a portion, based on your salary. Staff begins accruing PTO immediately for a total of up to 30 days earned in the first year. We offer employees an educational benefit. This money is available for tuition loan reimbursement, tuition costs, and text books.

Overview:

The Scheduling Specialist (SS) is responsible for overseeing scheduling operations to maximize efficiency, reduce missed opportunities, and enhance patient experience. The SS will work closely with the Community Partnerships Liaison, Clinic Operations Manager (COM), and Health Center Director to ensure seamless scheduling, registration, and front-end workflows within the clinic.

Responsibilities:

• Collaborate with the Community Partnerships Liaison to identify scheduling opportunities for unused appointment slots in provider schedules.
• Confirm ZocDoc bookings and verify receipt of appropriate registration documents, ensuring eCW Chart completion, including eICare enrollment.
• Monitor daily schedule flow, optimizing efficiency and reducing missed opportunities by enforcing “Jockeying the Schedule” principles.
• Proactively confirm same-day appointments for unconfirmed or unregistered clients.
• Oversee front-end workflows, identifying and escalating issues to the Clinic Operations Manager (COM) when necessary.
• Ensure registration documents sent via “Luma” are returned and completed before scheduled appointments.
• Verify that all scheduled appointments are appropriately set.
• Manage schedule templating to include essential blocks such as:
  • Huddle
  • Same Day Appointment Blocks
  • Lunch Breaks
  • Approved Meetings
  • Grand Rounds
  • Holidays
  • Approved PTO
• Coordinate with the Health Center Director to ensure timely broadcast messaging for scheduled or early closings.
• Adhere to all Housing Works and Housing Works Community Health Care policies and procedures.
• Participate in direct advocacy actions as required.
• Perform other duties as assigned.
• Other Reporting Functions on Scheduling Data

Job Requirements:

• Experience in clinic scheduling, healthcare administration, or a related field.
• Strong organizational and multitasking skills.
• Proficiency in electronic health record (EHR) systems, preferably eClinicalWorks.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Power BI)
• Ability to work flexible hours, including 9 AM–5 PM on non-late clinic days, 11 AM–7 PM on late clinic days, and weekend shifts from 9 AM–5 PM.
• Strong communication and problem-solving abilities.
• Commitment to Housing Works’ mission and advocacy efforts.

Housing Works was founded in 1990; With a long-term commitment to AIDS advocacy. Housing Works established New York State’s first harm reduction-based, OASAS-licensed outpatient drug treatment program. Other services include Health Home care management, behavioral health, and syringe exchange programs. A pioneer in the social entrepreneurship movement, Housing Works operates 10 high-end thrift shops in Manhattan and Brooklyn and a much-loved Bookstore Cafe in Soho. For more information, visit www.housingworks.org

Housing Works fights for funding and legislation to ensure that all people living with HIV/AIDS have access to quality housing, healthcare, HIV prevention, and treatment, among other lifesaving services.

Housing Works provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements. Housing Works complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. Housing Works also does not request prior salary information during the hiring process. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

This position is included in a bargaining unit of Housing Works’ New York City employees represented by a labor union known as the Retail Wholesale and Department Store Union (“RWDSU”). Accordingly, the RWDSU has the exclusive right to bargain over the terms and conditions of employment related to this position and this position may become covered by the terms of a collective bargaining agreement (a “CBA”) between Housing Works and the RWDSU

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.