Health Services Appointment System Coordinator

Job Description:

Health Services Appointment System Coordinator

Description

The Position

Bargaining Unit: Local 512 - Clerical Supervisory Unit

Health Services Appointment System Coordinator

Why Join Contra Costa Health?

Contra Costa Health (CCH), one of California’s largest and most comprehensive county health systems, is committed to delivering accessible, high-quality care to all community members, especially those most vulnerable. As part of an integrated network that includes hospitals, outpatient clinics, public health, and behavioral health services, CCH offers a mission driven environment centered on innovation, collaboration, and service. Every employee plays a role in improving the well-being of Contra Costa County residents, and joining the organization means contributing to a system that values excellent, community focused care.

The Contra Costa Health Department currently has a great career opportunity to fill one (1) vacant Health Services Appointment System Coordinator position.

This position, located in Martinez, CA and within the Appointment Unit, supports a core component of patient access operations. The unit ensures patients can efficiently connect with the primary care, specialty, or follow up services they need, working closely with clinical teams, practice management, IT partners, and consultants to maintain accurate and patient centered scheduling processes. Employees can make a direct impact on patient experience while enjoying a supportive environment that encourages independence and continuous learning.

We are looking for someone who:

• Works independently and is comfortable taking ownership of scheduling workflows and system coordination tasks.
• Enjoys problem solving and can investigate issues thoroughly to identify root causes and propose effective solutions.
• Learns new systems and processes quickly, especially within fast changing clinic and health care environments.
• Communicates professionally and collaborates well with a wide range of staff, including IT teams, practice managers, clinic leadership, and appointment unit clerks.
• Can manage multiple priorities at once and stay organized while working in a detail driven environment.
• Adapts easily to new challenges, shifting demands, and evolving scheduling or system related needs.
• Maintains a positive, customer service mindset.

What you will typically be responsible for:

• Keeping provider templates up to date in the appointment system, including adding new templates and adjusting templates, as needed.
• Reviewing and correcting template errors or template issues as directed by provider leadership and coordinating fixes with IT staff.
• Responding to questions and support requests from appointment clerks and clinic staff, and communicating with them on template workflows and new scheduled changes.
• Investigating complex or recurring template issues, tracing them back to process gaps or system settings, and recommending practical solutions.
• Working with multiple departments (Practice Management, IT, Medical Staff leads) implementing updates, permanent template changes, or template enhancements.

A few reasons why you might love this job:

• Collaborate with a broad range of staff and partners, building relationships across the organization.
• Enjoy strong independence with ownership of issues, workload, and process improvements that directly support patient access.
• Stay engaged in a constantly evolving scheduling environment that offers continuous learning.
• Solve complex scheduling challenges that meaningfully improve patient and staff experiences.
• Thrive in a role with daily variety, new questions, and ongoing opportunities to enhance system performance.

A few challenges you might face in this job:

• Patience to resolve long standing unexpected template issues, requiring investigation, and cross department coordination.
• Balancing competing priorities while staying organized and calm.
• The ability to adapt quickly at time for system changes and new schedules.
• Timely communication with appropriate stakeholders on template changes.
• Troubleshooting under pressure when template issues arise suddenly.

Competencies Required:

• Decision Making: Choosing optimal courses of action in a timely manner
• Using Technology: Working with electronic hardware and software applications
• Oral Communication: Engaging effectively in dialogue
• Handling & Resolving Conflict: Managing interpersonally strained situations
• Teamwork: Collaborating with others to achieve shared goals
• Analyzing & Interpreting Data: Drawing meaning and conclusions from quantitative or qualitative data
• Attention to Detail: Focusing on the details of work content, work steps, and final work products
• Self-Management: Showing personal organization, self-discipline, and dependability
• Informing: Proactively obtaining and sharing information
• Customer Focus: Attending to the needs and expectations of customers
• Project Management: Ensuring that projects are on-time, on-budget, and achieve their objectives

To read the complete job description, please click here .

The eligible list established from this recruitment may be used to fill future openings for up to 6 months.

Minimum Qualifications

Education: Possession of a high school diploma or G.E.D. equivalency, or high school proficiency certificate.

Experience: Four years of full-time experience or its equivalent as a hospital or health center registration clerk, billing clerk or appointment clerk, at least one year of which was in a supervisory capacity.

Substitution: One year of experience at the Lead Specialist level or comparable level with Contra Costa County may be substituted for the supervisory experience.

Certification: Within three (3) months of appointment, must possess and maintain certification in the Appointment Scheduling System, or EPIC system

Desirable Qualifications:

• Experience using Epic Cadence or another healthcare scheduling system, with the ability to understand template building, visit types, and scheduling logic.
• Previous work in a call center, appointment unit, or clinic frontline environment, especially in a role involving patient scheduling or access.
• Strong analytical skills, with the ability to review reports, identify trends, and spot root causes of scheduling or workflow issues.
• Comfort working with IT teams and technical workflows, including reporting system problems, testing fixes, or supporting system updates.
• Excellent communication skills, with the ability to explain processes clearly to staff at all levels-clerks, supervisors, practice managers, and clinic leadership.
• Proven ability to manage multiple tasks at once and stay organized in a high-volume, fast-moving environment

Selection Process

Application Filing and Evaluation: Applicants will be required to complete a supplemental questionnaire at the time of application. Applications will be evaluated to determine which candidates will move forward in the next phase of the recruitment process.Remote Oral Interview: Candidates that clearly demonstrate that they possess the minimum qualifications will be invited to participate in a remote oral interview. The oral interview will measure candidates' competencies as they relate to the job. These may include, but are not limited to: Decision Making, Using Technology, Oral Communication, Handling & Resolving Conflict, and Teamwork . Candidates must achieve a passing score on each of the competencies to pass the overall assessment and be placed on the eligible list. (Weighted 100%)

The assessments may be administered remotely using a computer or mobile device such as a tablet. You will need access to a reliable internet connection to take the assessment.

TENTATIVE EXAM DATES

Remote Exam/Evaluation: Week of May 4, 2026

The Human Resources Department may change the examination steps noted above in accordance with the Personnel Management Regulations and accepted selection practices.

CONVICTION HISTORY

After you receive a conditional job offer, you will be fingerprinted, and your fingerprints will be sent to the California Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI). The resulting report of your conviction history (if any) will be used to determine whether the nature of your conviction conflicts with the specific duties and responsibilities of the job for which you have received a conditional job offer. If a conflict exists, you will be asked to present any evidence of rehabilitation that may mitigate the conflict, except when federal or state regulations bar employment in specific circumstances. Having a conviction history does not automatically preclude you from a job with Contra Costa County. If you accept a conditional job offer, the Human Resources department will contact you to schedule a fingerprinting appointment.

DISASTER SERVICE WORKER

All Contra Costa County employees are designated Disaster Service Workers through state and local law. Employment with the County requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.

EQUAL EMPLOYMENT OPPORTUNITY

It is the policy of Contra Costa County to consider all applicants for employment without regard to race, color, religion, sex, national origin, ethnicity, age, disability, sexual orientation, gender, gender identity, gender expression, marital status, ancestry, medical condition, genetic information, military or veteran status, or other protected category under the law.

To find more information on Benefits offered by Contra Costa County, please go to https://www.contracosta.ca.gov/1343/Employee-Benefits

Closing Date/Time: 5/28/2026 11:59 PM Pacific

Salary:

$83,224.80 - $101,160.29 Annually