OB/GYN Department Coordinator  

Building Location:32nd Avenue Building

Department:11430 OB & Gynecology

Job Description:We are seeking a highly organized and detail-oriented Department Coordinator to join our OB/GYN team. The ideal candidate will be responsible for directing work queue assignments, filling open slots on provider schedules, scheduling and rescheduling patients, and assisting with template and schedule modifications. This role is crucial in ensuring the smooth operation of our clinic and providing excellent patient care.
Key Responsibilities:
1. Work Queue Management:
• Direct and manage work queue assignments to ensure efficient workflow.
• Monitor and prioritize tasks to maintain optimal productivity.
2. Schedule Management:
• Fill open slots on provider schedules promptly to maximize clinic capacity.
• Schedule and reschedule patient appointments as needed, ensuring minimal disruption to patient care.
• Coordinate with Operations Manager & Nursing Supervisors to assist with schedule changes.
3. Template and Schedule Modifications:
• Assist in creating and modifying provider schedule templates to meet clinic needs.
• Implement schedule changes based on provider availability and clinic requirements.
• Ensure all schedule modifications are accurately reflected in the scheduling systems.
4. Patient Communication:
• Communicate with patients regarding appointment scheduling, rescheduling, and cancellations.
• Provide clear and concise information to patients about their appointments and any changes.
5. Administrative Support Duties
• Performs complex, diverse, and confidential administrative support duties and general office duties for respective department.
• Coordination and scheduling of committees, department and other scheduled activities,
• Preparation of routine and non-routine reports, meeting minutes, memos, data collection/graphs and special assignments/projects.
• Provides other support to staff within the department as required.
Qualifications:
• High school diploma or equivalent; additional education or certification in healthcare administration is a plus.
• Proven experience in a scheduling or administrative role, preferably in a healthcare setting.
• Excellent organizational and time-management skills.
• Strong communication and interpersonal skills.
• Ability to multitask and work efficiently in a fast-paced environment.
• Attention to detail and accuracy in managing schedules and patient information.
• Preferred qualification: demonstrate proficiency in using scheduling software and electronic health records (EHR) systems (Epic & Qgenda)
Key Competencies:
• Problem-solving skills to address scheduling conflicts and issues.
• Ability to work independently and as part of a team.
• Flexibility to adapt to changing schedules and clinic needs.
• Commitment to providing high-quality patient care and service.

Education Qualifications:

Required Education:

• High school diploma or equivalent

Required Qualifications:

• 1 year office experience.
• Proficient and comprehensive skills in personal computer software systems and applications, including word processing, spreadsheets, presentations and databases (Microsoft Word, Excel, PowerPoint, and Access).

Preferred Qualifications:

• Additional education or certification in healthcare administration is a plus.
• Proven experience in a scheduling or administrative role, preferably in a healthcare setting.
• Excellent organizational and time-management skills.
• Strong communication and interpersonal skills.
• Ability to multitask and work efficiently in a fast-paced environment.
• Attention to detail and accuracy in managing schedules and patient information. 
• Proficiency in using scheduling software and electronic health records (EHR) systems (Epic & Qgenda) 

Key Competencies:

• Problem-solving skills to address scheduling conflicts and issues.
• Ability to work independently and as part of a team.
• Flexibility to adapt to changing schedules and clinic needs.
• Commitment to providing high-quality patient care and service.

Key Responsibilities:

1. Work Queue Management:

• Direct and manage work queue assignments to ensure efficient workflow.
• Monitor and prioritize tasks to maintain optimal productivity.

2. Schedule Management:

• Fill open slots on provider schedules promptly to maximize clinic capacity.
• Schedule and reschedule patient appointments as needed, ensuring minimal disruption to patient care.
• Coordinate with Operations Manager & Nursing Supervisors to assist with schedule changes.

3. Template and Schedule Modifications:

• Assist in creating and modifying provider schedule templates to meet clinic needs.
• Implement schedule changes based on provider availability and clinic
• Ensure all schedule modifications are accurately reflected in the scheduling systems.

4. Patient Communication:

• Communicate with patients regarding appointment scheduling, rescheduling, and cancellations.
• Provide clear and concise information to patients about their appointments and any changes.

5.  Administrative Support Duties

• Performs complex, diverse, and confidential administrative support duties and general office duties for respective department. 
• Coordination and scheduling of committees, department and other scheduled activities.
• Preparation of routine and non-routine reports, meeting minutes, memos, data collection/graphs and special assignments/projects. 
• Provides other support to staff within the department as required.

Licensure/Certification Qualifications:

FTE:1

Possible Remote/Hybrid Option:

Shift Rotation:Day Rotation (United States of America)

Shift Start Time:

Shift End Time:

Weekends:

Holidays:No

Call Obligation:No

Union:

Union Posting Deadline:

Compensation Range:

$18.09 - $27.14

Employee Benefits at Essentia Health*:

• Health Coverage: Medical, dental, vision, life and disability insurance, plus supplemental health benefit options to ensure employees' well-being.

• Retirement Savings Plans: 401(k) with employer contributions to support long-term financial security.

• Professional Development: Opportunities for career growth through training, tuition reimbursement, and educational programs.

• Work-Life Balance: Flexible scheduling, time off, holidays, and personal leave to help employees manage their professional and personal lives.

• Employee Wellness Programs: Initiatives focused on physical, mental, and emotional health, including fitness memberships, counseling services, and wellness activities.

*Eligibility for Essentia Health’s benefit programs vary. Please refer to the benefit summary provided to you, or contact our HR Service Center at (218) 576-0000 for more information.