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Scheduling Coor OBGYN

Caring Health Center • Springfield, MA, US • 3d ago

Job Category: Patient Services

Requisition Number: SCHED001073

ing Details

ed: June 3, 2025

Full-Time

On-site

Locations

Showing 1 location

Springfield, MA 01103, USA

Job Details

Description

General Description:

The Obstetrics, Gynecology, & Reproductive Health (OBGYN) Scheduling Coordinator will play a critical role in the entire patient experience for clients seeking obstetrics, gynecology, and reproductive health services. This team member will provide medical practice management and scheduling support across all health center providers and sites, and will support a growing obstetrics, gynecology, and reproductive health practice providing a broad range of specialty services, including prenatal care, family planning, women’s health, sexual health, and LGBTQ+ health care.

Minimum Requirements:

Oral and written fluency in English required; fluency in another language preferred (e.g., Spanish, Arabic, Russian, Vietnamese, Nepali, Somali, Swahili, Pashto).
Prior experience in medical patient operations (e.g., registration, switchboard, medical records, referrals) or other medical roles preferred.
Prior experience in obstetrics, gynecology, or reproductive health settings is preferred.
Knowledge of medical terminology preferred, including Health Insurance Portability and Accountability Act (HIPAA).
Ability to provide unbiased support to patients seeking a range of sensitive health services including but not limited to pregnancy testing and pregnancy options counseling, including abortion, adoption, and parenting; Sexually Transmitted Infection (STI) testing, counseling, and prevention; contraception and contraceptive counseling; fertility counseling and referrals; and sexual orientation and gender identity.
Strong organizational skills and ability to effectively balance and prioritize daily tasks.
Ability to listen, demonstrate responsiveness, and integrate feedback thoughtfully and promptly.
High reliability and commitment to adhere to designated work hours and tasks.
Friendly and compassionate demeanor; ability to build effective working relationships with diverse clients, staff, community partners, external practices, and the general public.
Ability to demonstrate cultural sensitivity with staff, teams, patients, stakeholders, and partners representing diverse cultures, ethnicities, sexual orientations, gender identities, socioeconomic statuses, educational backgrounds, worldviews, literacy levels, and languages.
Understanding of social and cultural issues commonly experienced by individuals and communities who seek community health center services.
Ability to utilize basic word processing applications required; experience with Electronic Medical Records (EMRs), Microsoft Office, and Google Workspace applications preferred.
Utmost discretion and compliance with state, federal, and internal policies when handling confidential patient information.

Principal Responsibilities and Duties:

Serve as a point-person to coordinate internal office visit scheduling for obstetrics, gynecology, and reproductive health visits across all health center providers and sites, including:
- Nurse visit schedules for Obstetrics, Gynecology, & Reproductive Health Nurses;
- Provider visit schedules for staff specialists (e.g., Obstetrician-Gynecologists) and contracted specialists (e.g., Certified Nurse Midwives); and
- Provider visit schedules for Reproductive Health Champions and/or other Providers as needed.
Coordinate external Operating Room (OR) scheduling for patients at all sites receiving obstetric and gynecologic care at Baystate Medical Center, including:
- Gynecologic surgeries; Pre-operative and
- -operative office visits for patients seen for gynecologic surgery;
- Prenatal visits for second- and third-trimester patients; and
- -partum office visits for patients following hospital delivery.
Maintain up-to-date knowledge of scheduling requirements to ensure that various categories of patient visits are scheduled with appropriately credentialed providers, at appropriate site locations, within appropriate timeframes (e.g., gestational time frame, same-day contraception, etc.), and in alignment with specifications such as visit length requirements, provider preferences, and work schedules of obstetrics, gynecology, and reproductive health care teams.
Collaborate with Obstetrics, Gynecology, and Reproductive Health care team to manage obstetrics, gynecology, and reproductive health internal referrals, phone calls, voicemails, in-baskets, and emails for all sites.
Provide scheduling priority to identify patients’ obstetrics, gynecology, and reproductive health needs; refer acute needs to Obstetrics, Gynecology, & Reproductive Health Medical Assistants and/or Nurses to facilitate comprehensive triage and care.
Provide appointment reminder calls, letters, and other correspondence to patients and specialty practices.
Collaborate with Medical Records, Referrals, Prior Authorizations, Switchboard, and other medical operations staff to capture, schedule, and coordinate information as needed to facilitate obstetrics, gynecology, and reproductive health visits.
Upon hire, attend required training series including “Basic Family Planning” and “Obstetric Triage Education” (fees covered by agency).
Periodically meet with departmental leads including the Front Operations Manager and Obstetrics, Gynecology, & Reproductive Health Nurse Manager.
Reviews schedules routinely to ensure proper slot utilization and increase opportunities for patient access. Discusses scheduling conflicts or problems with supervisors and offers solutions to improve.
Continuously monitors schedule and provides updates throughout the day.
Generates and utilizes wait lists and reschedules patient appointments as needed.
Manages appointment workqueue requests to ensure continuity of care.
Provides direct support to the medical practice manager and handles scheduling requests
Responsible for the accuracy and completeness of the data entry of patient information into the computer. This data entry includes various patient information, as well as relevant insurance.
Maintains current knowledge of the time requirements of various categories of patient visits, preferences and work schedules of various physicians.
Ability to schedule appointments in appropriate appointment types.
Make patient reminder calls in a timely fashion.
Carry out other tasks as requested in situations where participation may be required.

Working Conditions:

Position requires prolonged periods of sitting at a desk and typing on a computer; ability to stand for prolonged periods of time; ability to perform moderate activities such as climbing stairs, bending, stooping, reaching, and lifting up to 20 pounds at times; and potential exposure to adverse outdoor environmental conditions.
Requires rotation with other front office personnel with little or no notice across various site locations.
Requires covering later clinic hours, including some evenings and/or weekends across various site locations.

Equal Opportunity Employer
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