Job Description

Job Title:          

Scheduler, Care Coordination


Reports To:      

Program Manager, Clinical Navigation  

Job Summary:

Provides direct customer service and ancillary services related to patient care. Duties include but are not limited to collaboration with care coordination team, clinical team members, patients, and families to facilitate unmet health care needs within the context of the Patient Centered Medical Home (PCMH) model.



Qualifications and Requirements:

The requirements listed below are representative of the knowledge, skill, and/or ability required.  Job duties may be modified at any time based on business needs.


Essential Job Functions and Responsibilities:


Care Coordination and Outreach: 

  • Schedules patients recently discharged from Hospital and/or Emergency Departments for follow-up appointments with their PCP within 7 days. These duties will also include running reports daily for provider openings and scheduling to fill all open slots in the clinic’s schedule.
  • Schedules patients over 65 years for Annual Wellness visits and/or Comprehensive visits.
  • Completes pro-active scheduling for identified patients listed on recalls for gaps in care.
  • Schedulers will be working from gaps in care lists to help identify patients who are due for these visits.
  • Schedules a minimum of 25 appointments made per week.
  • Assist patients with CCHCI provider for monthly visits (as needed).
  • Checks EPM schedules daily for openings and proactively schedules patients in open slots.
  • Schedules appointments for patients, as necessary, with standing orders for labs, screening and other diagnostic tests that are due.
  • Contacts daily no shows and reschedules.
  • Assists with coordinating transportation as assigned.
  • Assists patients with completing paperwork for CCHCI or outside agencies.
  • Processes requests for Chiricahua Cares Fund.
  • Completes standing orders for diabetic needs.



  • Maintains a working list of same day schedule openings, who is scheduled, how many attempts were made and what type of appointment was made.
  • Maintains a NextGen PM Schedule to reflect number of phone calls made, tasks completed, and appointments scheduled.
  • Maintains a working list of hospital and/or emergency room discharges, attempts made to contact patient, patients scheduled, and type of appointment scheduled.
  • Maintains petty cash box, if assigned, and turns in receipts/logs to designated finance staff.


Required Education, Experience, Certificates & Licenses:

  • High School Diploma or GED.
  • Minimum of one year of experience in health-related field.
  • Any combination of education and/or experience that provides the necessary skills required may be considered.
  • Cardiopulmonary Resuscitation (CPR) may be required.
  • Valid Fingerprint Clearance Card.


Required Language Skills:

  • Ability to comprehend and compose instructions, correspondence and communications in English and Spanish in both oral and written format.
  • Bilingual in English and Spanish with knowledge of medical terminology is required.


Physical Requirements:  

  • Ability to frequently exert enough force to move objects weighing up to 25 pounds.
  • Ability to continuously remain in a stationary position.
  • Ability to frequently move about inside the workplace to assist patients, operate office or medical equipment, etc.
  • Possesses hand-eye coordination and manual dexterity necessary to constantly operate computer, telephone, and other office machinery.
  • Possesses close visual acuity necessary to accurately record and view information on a computer monitor, handwritten and typed documents.
  • Ability to discern the nature of sounds at a normal spoken volume.


Other Required Knowledge, Skills, and Abilities:

  • Ability to add, subtract, multiply, and divide in all measure, using whole numbers, common fractions, and decimals.
  • Ability to gather data in an organized fashion from varied sources.
  • Ability to perform a variety of assignments with little or no direct supervision.
  • Ability to identify and resolve problems in a timely manner.
  • Knowledge of health plans and community health centers preferred.
  • Knowledge of HIPAA rules and regulations.
  • Computer literacy is required with proficiency in the use of all Microsoft Office programs.
  • Knowledge of Electronic Health Records preferred.
  • Ability to provide excellent customer service by mail, telephone, and in-person.


Work Environment & Conditions:

  • Work environment is typical of a health clinic setting with occasional exposure to communicable diseases, bodily fluids, and hazards chemicals.
  • Occasionally, work requires extended hours to include early mornings, evenings, holidays, and weekends.