Scheduling Coordinator-LVCHO

Salary Range: $24.36 - $33.58

Pay rates are determined based on experience and internal equity.

Position Summary:

The Scheduling Coordinator is responsible for providing comprehensive medical scheduling and administrative support for the Bureau of Prisons (BOP) health services contract at the Federal Correctional Complex (FCC) in Lompoc.

This position may initially complete portions of onboarding and training at a local LVCHO/LVMC office in Lompoc; however, the long-term expectation of this role is full-time onsite work at the Federal Correctional Complex (FCC) in Lompoc. Candidates must be comfortable working within a correctional facility environment on a daily basis.

Due to federal clearance and onboarding requirements, the process for obtaining onsite access and transitioning fully into the facility may take several weeks to a few months depending on institutional processing timelines.

This position serves as a key liaison between the Federal Bureau of Prisons Health Services team, LVCHO contracted healthcare providers, and LVCHO leadership to ensure timely and accurate scheduling and coordination of a wide variety of medical services. The role requires strong organizational skills, the ability to manage complex scheduling needs under tight deadlines, and the ability to work with sensitive information while maintaining strict confidentiality.

This position reports to LVCHO’s Healthcare Account Manager.

District Responsibility:

• Support of the LVCHO Mission and Policies.
• Support of the Lompoc Healthcare District’s Mission, vision and Values.
• Demonstrate Respect, Professionalism and Courtesy to all patients, visitors, providers, and coworkers, as outlined in the LVMC “Commitment to Care.”
• Consistently use C-I-CARE principles when communicating with others.
• Maintain strict confidentiality according to District, State, and Federal guidelines.
• Follows guidelines and practices identified in the Employee Handbook.
• Completes hospital-wide skills criteria annually.
• Complies with PPD testing.
• Maintain responsibility for own professional development.

Position Duties/Responsibilities:

Scheduling & Liaison

• Coordinate all medical appointments for persons in custody at FCC Lompoc in compliance with contractual obligations and in a timely manner.
• Receive, process, and track medical referrals from the Bureau of Prisons; schedule with appropriate LVCHO network providers.
• Maintain and update the appointment and records database using LVCHO-approved cloud-based online program.
• Serve as a primary liaison with Bureau of Prisons staff, LVCHO providers, and other healthcare partners.
• Communicate telephonically, via email, and/or fax with providers and/or Bureau of Prisons Health Services staff regarding inmate appointments, cancellations, reschedules or other inquiries.
• Ensure continuity of care by obtaining and documenting all pertinent referral information.

Administrative & Support

• Assist with coordination of occasional healthcare services provided by LVCHO Providers onsite at FCC Lompoc.
• Maintain correspondence and filing systems in accordance with LVCHO policies.
• Provide general administrative support to the LVCHO team and leadership in connection with the BOP contract.

Special Projects

• Assist management with BOP-related special projects and contract deliverables.
• Track and support timely completion of weekly, monthly, and annual tasks and reports.

Essential Characteristics Needed for the Position:

• Strong ability to communicate effectively with medical providers and their staff, BOP staff, and LVCHO team members.
• Ability to prioritize workload and make independent decisions while maintaining oversight from management.
• Ability to manage multiple, complex scheduling tasks under strict deadlines.
• Professional demeanor, tact, and diplomacy in handling sensitive situations.
• Ability to work well both independently and as part of a team.
• Ability to be supervised and take direction as needed.
• Computer literacy, including email, database entry, and record-keeping software.

Position Qualifications:

• Education: High School graduate required. Completion of a medical office administration program, Associate’s Degree in healthcare administration, Certified Nursing Assistant or equivalent healthcare-related coursework preferred.
• Experience: 3 years of experience in a medical or professional office setting, including appointment scheduling, records management, or customer service.
• Skills/Abilities: Excellent verbal and written communication; strong organizational skills; ability to manage complex scheduling; proactive and solutions-oriented.
• Certifications: None required.
• Requirements: Must be able to successfully pass a U.S. Department of Justice federal background check to obtain clearance for work at the Lompoc Federal Correctional Complex. Must be able to, and comfortable with working onsite at FCC Lompoc for the vast majority of work hours.