Scheduling Coordinator

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Job Description - Scheduling Coordinator )

The Executive Office of Health and Human Services (EOHHS) seeks qualified applicants for the position of Scheduling Coordinator in the Mass Health Board of Hearings Unit. The Scheduling Coordinator is primarily responsible for the scheduling process (including backfills) for both Fair Hearing and Claims for Adjudicatory Hearings. The incumbent will also be responsible for ensuring that all timely filed requests for Fair Hearings are data entered correctly and scheduled/rescheduled in a timely manner in order to ensure compliance with decision due dates, as mandated by federal and state regulations.

• Schedule hearing dates, times, and place with coordination of scheduling staff and hearing officers and available hearing sites.
• Provide guidance to clerical staff that are responsible for scheduling fair hearings and claims for adjudicatory hearings.
• Ensure effective operations and compliance with agency policies and procedures.
• Support and guide clerical staff on issues related to data entry, scheduling, and rescheduling requests.
• Ensure that proper notice is given to all parties with regards to scheduling notices, including working with third parties (Mass Health agents, e.g. UMass, MCOs, etc.) regarding scheduling availability.
• Assist with the coordination and management of schedule for all provider claims for adjudicatory hearings, including pre-hearing conferences and status update conferences.
• Responsible for assisting in the updating and/or drafting of any policies/procedures related to the scheduling of fair hearings and claims for adjudicatory hearings.
• Coordinate schedules for all provider claims for adjudicatory hearings including pre-hearing conferences and status update conferences.
• Assist with testing and maintenance of  system or other legal case management systems.
• Responsible for any and all Mass Health representative updates.
• Work with intake staff to assess, review, and revise as needed administrative tasks for streamlining and/automation of the scheduling process.

Knowledge of the principles and practices of human resource management, including behavior techniques, planning forecasting, and organizational development;

Knowledge in the use of methods for writing, preparing, and reading tables and reports;

Ability to understand the regulations, policies, and procedures for the function of the Board of Hearings;

Ability to gather information, formulate questions, and/or make recommendations for resolution;

Ability to give written and oral instructions in a precise and understandable manner;

Ability to manage direct reporting staff tactfully and effectively and to assist in the coordination of supervision of clerical staff;

Ability to adjust to varying or changing situations to meet emergency or changing program requirements;

Proficient use of Word, Excel, Microsoft Teams, and Zoom;

Ability to learn and access a variety of information systems supported by various technological platforms;

Maintain confidentiality and privacy in compliance with state and federal regulations.

• Knowledge in the use of methods for writing, preparing, and reading tables and reports;
• Ability to understand the regulations, policies, and procedures for the function of the Board of Hearings;
• Ability to understand the agency regulations, policies, and procedures;
• Ability to gather information, formulate questions, and/or make recommendations for resolution;
• Ability to maintain a staff calendar, accurate records, and reports;
• Ability to effectively multi-task and work in a busy environment;
• Ability to give written and oral instructions in a precise and understandable manner;
• Ability to establish rapport with others;
• Ability to establish and maintain harmonious working relationships with others;
• Ability to manage direct reporting staff tactfully and effectively;
• Ability to adjust to varying or changing situations to meet emergency or changing program requirements;
• Ability to exercise sound judgment;
• Proficient use of Word, Excel, Microsoft Teams, and Zoom;
• Ability to learn and access a variety of information systems supported by a variety of technological platforms;
• Ability to exercise discretion in handling confidential information;

Mass Health is the Commonwealth's Medicaid and Children's Health…