Medical Scheduling and Coordination Specialist

Job Description The Iowa Department of Health and Human Services (HHS), Division of State-Operated Specialty Care, Cherokee Mental Health Institute (CMHI) , is seeking a Medical Scheduling and Coordination Specialist to support the nursing team. This position works closely with nursing staff, security personnel, outside medical providers, and legal entities to ensure smooth, accurate, and safe scheduling processes. Overview: The Medical Scheduling and Coordination Specialist supports patient care and facility operations by managing appointments, coordinating secure patient transport, maintaining documentation, and assisting nursing leadership with administrative needs. The normal schedule will be Monday-Friday, 7:30am-4:00pm (some flexibility with scheduled hours can be discussed). Scheduling and Coordination: Schedule and manage medical, psychiatric, dental, specialty, and legal appointments. Coordinate court dates, evaluations, and attorney visits alongside medical needs. Assist nursing management with staff scheduling and work with security to maintain master appointment and transport calendars. Identify and resolve scheduling conflicts across medical, security, legal, and external providers. Communicate appointment details to all relevant parties. Nursing and Security Collaboration: Confirm transport requirements, supervision levels, restraints, and precautions. Ensure provider and treatment orders are communicated accurately. Coordinate escort assignments and security needs for outside appointments. Serve as liaison among treatment teams, security, outside providers, and legal agencies. Flag incomplete documentation or orders before appointments proceed or return patient records are filed. Documentation and Compliance: Maintain accurate scheduling records using Excel and applicable systems. Produce reports on appointment completion, cancellations, and outstanding orders. Ensure compliance with HIPAA and legal documentation requirements. Support audit readiness through organized and accurate recordkeeping. Administrative Support: Assist nursing management with information gathering and report preparation. Coordinate with Purchasing on billing, ordering, and inventory management. Perform data entry, filing, correspondence, and appointment paperwork. Work with other departments on meetings, ordering, and personnel scheduling. Track CQI goals and suggest corrective actions when needed. Support onboarding of new patients into scheduling systems. Help improve processes for scheduling, ordering, transport coordination, and inventory control. Staff Expectations: Follow all directives, policies, and procedures. Promote teamwork and positive working relationships. Applicants will be required to complete a background check to be considered for this position. CCUSO provides a secure, long-term, and highly structured setting to treat sexual offenders who have served their prison terms, but, in a separate civil trial, have been found likely to reoffend. The facility provides state-of-the-art treatment to patients to lower their risk of re-offending and to release them from confinement as quickly as possible. There is a full range of diagnostic, treatment, and rehabilitative services focused on addressing the conditions impacting a patient’s likelihood of re-offending. For more CCUSO info: https://hhs.iowa.gov/family-community/specialty-care-facilities/civil-commitment-unit-sexual-offenders Benefits of Joining CCUSO Working for the State of Iowa comes with its perks. In addition to a competitive salary, you'll enjoy a comprehensive benefits package designed to support your well-being and professional growth. Health, Dental, and Vision Coverage: Health and dental insurance packages to keep you and your family healthy at a low cost with outstanding coverage! Paid Time Off: Take time to recharge with paid time off, including vacation (96 hours/year to begin, increasing with years of service), sick leave (144 hours/year), and paid hol…

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