Job Details

POSITION SUMMARY: The Family Medicine Residency Program (FMRP) Scheduling Coordinator will act as primary point person for all templating and scheduling related tasks for FMRP faculty, residents and preceptors.

This position is represented by SEIU-UHW. Salaries and benefits are set by a collective bargaining agreement (CBA), and an employee in this position must remain a member in good standing of SEIU-UHW, as defined in the CBA.

Essential Functions

• Ensure that EPIC templates accurately reflect resident, faculty, and preceptor assignments for each shift.
• Ensure that all templates are laid out three (3) months in advance for all residents, faculty, and preceptors.
• Identify scheduling conflicts and alert site leadership of any instance that may negatively impact patient care or disrupt the assigned clinical experience for each shift.
• Collaborate with Program Director, Clinical Lead, Center Manager and/or Program Manager for schedule modifications that require approval.
• Manage time off request from faculty and preceptors.
• Provides effective communication regarding any clinical schedule changes to the clinic as necessary in actual time.
• Manages the Qgenda scheduling platform and ensure that information populated to Qgenda accurately reflect EPIC schedules.
• Manages FMRP schedules email account and responds to requests and notifications daily.
• Provide ongoing assessments of templates, rotations, preceptors coverage needs on an ongoing basis.
• Set up conference calls, zoom meetings, calendar reminders.
• Attends staff clinical team meetings.
• Collaborates professionally with team members and partners including non-residency preceptors and external partners to ensure schedules are accurate and that schedules reflect productivity goals for each provider.
• Provide regular reporting of coverage needs, monthly clinic schedules, and weekly percentage clinic slots.
• Other tasks assigned by FMRP leadership.

• Strong organizational, administrative, and problem-solving skills, and ability to be flexible and adaptive to change while maintaining a positive attitude.
• Ability to prioritize tasks, work under pressure and complete assignment in a timely manner.
• Ability to effectively present information to others, including site leadership, preceptors, residents and clinic staff.
• Ability to seek direction/approval from on essential matters, yet work independently with collaboration with onsite supervisors, using professional judgment and diplomacy.
• Work in a team-oriented environment with several professionals with different work styles and support needs.
• Excellent interpersonal, verbal, and written skills and ability to effectively work with people from diverse backgrounds and be culturally sensitive.
• Conduct oneself in external settings in a way that reflects positively on LifeLong Medical Care as an organization of professional, confident, and sensitive staff.
• Ability to see how one's work intersects within the residency program, non-residency LifeLong Medical Care site, and that of other partner organizations.
• Make appropriate use of knowledge/ expertise/connections of other staff.
• Be creative and mature with a "can do", proactive attitude and an ability to continuously "scan" the environment, identifying and taking advantage of opportunities for improvement.

• 2+ years of experience in residency coordination.
• Ability to work independently and meet deadlines.
• Ability to handle confident matters with appropriate discretion.
• Ability to notify supervisor of problems or issues that require attention.
• Superior communication, detail-oriented, interpersonal and organization skills.
• Proficiency in the use of Microsoft office, Excel, EPIC and other software.