Daily Clinic Operations & Scheduling Coordinator

Windsor Heart Institute (WHI)

Location

Windsor, Ontario, with travel to WHI off-site locations as required

Position Type

Full-Time

Compensation

$30.00 per hour

Position Summary

Windsor Heart Institute is seeking a highly organized, proactive, and people-focused Daily Clinic Operations & Scheduling Coordinator to oversee the creation and coordination of one master schedule across Windsor Heart Institute, including Windsor and off-site locations.

This position is responsible for coordinating schedules across WHI departments and staff groups as operationally required and making sure staffing is right-sized to demand day-to-day. The Coordinator will adjust schedules to match the ebbs and flows of physician clinics and operational needs and fill gaps as they arise — including sick calls and other same-day changes — by working closely with the Leads across each department.

The Coordinator will walk the clinic floor regularly, observe workflow and staffing utilization firsthand, and make real-time adjustments to ensure appropriate coverage, efficient use of staff, and smooth patient flow. Just as importantly, the Coordinator looks at patient booking alongside staff scheduling — working to keep booking slots filled and staff matched to actual patient demand — and keeps an eye on phone-call volumes to make sure phone coverage matches demand as well.

This role is also the go-to point of contact for day-to-day issues that come up across the clinic — staffing gaps, escalations from Leads, and routine operational or facility needs — resolving what it can directly and escalating patterns or larger issues to the Director of Operations.

Key Responsibilities

Staffing & Scheduling

- Oversee the creation and coordination of one master Windsor Heart Institute schedule covering staff across clinical, administrative, operational, and support functions, across Windsor and all off-site locations, as required.
- Ensure staffing schedules provide appropriate day-to-day coverage based on physician schedules, patient volumes, departmental requirements, and operational needs, adjusting for the ebbs and flows of physician clinics.
- Coordinate and support scheduling across WHI departments and staff groups, including areas that may not currently operate under a formal or centralized schedule.




- Serve as the central point of contact for sick calls and other same-day staffing issues; work with Leads to understand how gaps should be filled and make the final call on staff moves or coverage.
- Reassign or redeploy staff between clinics, departments, functions, or WHI locations when required and appropriate.
- Work with physicians, Physician Assistants, administrative support staff, Department Leads, and other teams to incorporate departmental schedules and coverage requirements into overall clinic planning.
- Coordinate vacation, leave, and absence coverage in collaboration with Department Leads, HR, and management.
- Communicate schedule changes promptly to affected employees, physicians, Department Leads, and management.
- Publish schedules as far in advance as possible to give staff appropriate notice.

Demand & Capacity Management

- Monitor staffing demand, phone-call demand, and patient booking demand together, and right-size coverage across each based on what is actually needed.
- Use scheduling and booking dashboards (e.g., Cerebrum) to identify open patient booking slots or underutilized clinic days and work with Leads to understand and resolve the gap.
- Recommend adjustments to phone coverage or processes where call volumes suggest a better approach is needed.
- Ensure staff scheduling and patient booking work together so staffing matches actual demand rather than simply filling shifts.

Time & Overtime Coordination

- Track and route requests appropriately; final approval of overtime and additional hours remains with management.
- Support accurate time and attendance records and escalate discrepancies as needed.

Clinic Efficiency & Operational Oversight

- Regularly walk through clinic locations to observe staffing levels, workflow, and patient flow firsthand.
- Based on direct observation, identify idle time, staffing gaps, or misaligned assignments and make real-time adjustments or reassignments.
- Periodically visit WHI off-site locations to assess staffing, workflow, and scheduling practices.
- Serve as a point of contact for day-to-day operational and facility issues, including equipment, maintenance, supplies, and other routine operational matters, resolving what is straightforward and escalating the rest.




- Identify recurring patterns in issues raised by Leads and escalate them to the Director of Operations as improvement projects rather than handling every recurrence individually.

Communication & Coordination

- Serve as a clear, consistent point of contact for staff, physicians, Department Leads, and management on scheduling and staffing matters.
- Receive updates and priorities from Leads, including when an area is falling behind or requires additional coverage, and factor those needs into staffing and scheduling decisions.
- Coordinate closely with HR on attendance, scheduling concerns, staffing changes, and other workforce matters.
- Work collaboratively with departments across WHI to support scheduling, coverage, and operational coordination as needs evolve.

Patient Experience

- Identify and address scheduling-related bottlenecks that could affect patient experience.

Reporting & Leadership

- Oversee Department Leads day-to-day, ensuring they understand operational priorities and what needs to be covered.
- Escalate significant staffing, operational, or recurring scheduling concerns to the Director of Operations.

Other Duties

- Assist with scheduling, coordination, and operational support for other WHI departments, functions, and staff groups as required.
- Perform other duties and responsibilities as assigned based on the evolving operational needs of Windsor Heart Institute.

Qualifications

- Minimum 3–5 years of experience in medical administration, healthcare scheduling, clinic coordination, or a comparable healthcare environment preferred.
- Demonstrated experience coordinating complex staff schedules and managing competing operational priorities.
- Experience overseeing or supervising team Leads is an asset.
- Experience responding to staffing shortages and making real-time coverage adjustments in a fast-paced healthcare environment.
- Previous experience in cardiology, specialist clinics, or multi-location healthcare operations is an asset.
- Experience working with physicians, clinical staff, administrative staff, and cross-functional teams.
- Strong proficiency with EMR and scheduling systems; Cerebrum experience is an asset.
- Solid organizational, communication, judgment, prioritization, and problem-solving skills.
- Comfortable being the final decision-maker on day-to-day staff moves and coverage.
- Ability to travel periodically between Windsor Heart Institute locations.

Pay: $30.00 per hour Expected hours: 40.0 per week

Benefits

- On-site parking

Work Location: In person

📌 Daily Clinic Operations & Scheduling Coordinator (Windsor)
🏢 windsor heart
📍 Windsor