Scheduling Coordinator

About Us:  

PRAXES Medical Group, headquartered in Halifax, Nova Scotia, has been a trusted provider of innovative healthcare solutions for over 28 years. In partnership with Nova Scotia Health, PRAXES operates the Mentor Clinic as a not-for-profit, collaborative primary care clinic built on the family health team model.   

This approach places patients at the center of care and relies on strong teamwork within an inter-disciplinary team to deliver comprehensive, patient-focused services. We emphasize prevention, holistic health, and proactive care planning provided one-on-one and in groups, to support long-term well-being. Mentor Clinic continues to evolve and grow by taking patients off the Need A Family Practice Registry.  

Scheduling Coordinator Role: 

The Scheduling Coordinator is responsible for coordinating, maintaining, and optimizing clinic schedules across providers, staff, and systems. This role plays a key operational function in supporting clinic flow, patient access, and team-based care. 

The Scheduling Coordinator works closely with the Clinic Manager, providers, and administrative team to translate approved changes into clear, effective schedules and to connect with the right people when input or clarification is needed. 

Role Specifics: 

Working Hours & Availability

• Part-time (starting minimum 15 hours/week), with potential for growth


• Flexible schedule, with required availability during clinic hours (Mon–Fri)

Location

• Remote; preference for candidates based in Halifax or Nova Scotia

Core Responsibilities: 

Provider & Clinical Scheduling 

• Maintain and update provider schedules (MD, NP, RN, and interprofessional team) 

• Build and manage EMR scheduling templates (appointment types, timing, clinic structure) 

• Coordinate duty schedules and same-day access coverage 

• Implement schedule changes based on approved time off and operational needs 

• Identify gaps, conflicts, or inefficiencies and bring forward options or questions 

• Connect with providers or leadership as needed to finalize schedules 

Staff & Administrative Scheduling 

• Coordinate admin and part-time staff schedules to ensure clinic coverage 

• Monitor staffing levels (phones, reception, EMR tasks, etc.) 

• Adjust schedules based on direction (e.g., sick calls, coverage needs) 

• Align admin schedules with provider schedules to support clinic flow 

• Flag and escalate gaps or risks 

EMR & Systems 

• Maintain EMR scheduling templates, booking rules, and schedule accuracy 

• Ensure schedules are aligned across systems 

• Troubleshoot scheduling issues and escalate when needed 

• Support onboarding to scheduling templates and processes 

Meetings & Coordination 

• Coordinate internal meetings (team meetings, case conferences, onboarding, interviews) 

• Manage calendars across multiple team members 

• Ensure meetings are scheduled clearly and efficiently 

Coordination & Process Improvement 

• Act as the central point of contact for scheduling requests 

• Communicate schedule updates clearly and in a timely way 

• Follow up with the right people when input is needed 

• Help maintain clear and consistent scheduling processes 

• Identify recurring issues and suggest improvements 

What We’re Looking For: 

Must-have 

• Experience in scheduling, coordination, or administrative roles 

• Experience with Telus Med Access EMR System

• Strong organization and attention to detail 

• Experience managing multiple calendars and priorities 

• Clear communication and strong follow-through 

• Ability to work independently and stay motivated in a remote role 

Nice-to-have 

• Experience in healthcare or primary care 

• Experience supporting interprofessional team scheduling 

• Knowledge of Nova Scotia MSI billing 

• Based in Halifax or Nova Scotia 

Key Strengths 

• Organized, reliable, and detail-oriented 

• Strong judgment and knows when to escalate 

• Comfortable coordinating across multiple teams 

• Enjoys bringing structure and clarity to complex workflows 
  
  

What This Role Does Not Do:

• Approve time-off requests 

• Make independent staffing or scheduling decisions 

• Manage staff performance or supervision 

• Set clinic policy or scheduling rules 

Our Values:   

• People - People are our greatest asset. We value passion, drive, and commitment. In return we provide opportunities for personal and professional growth and development. We encourage self-care, balance, and making time for personal health and wellness, for both ourselves and the people we work alongside.   

• Agility - We thrive on Agility; the confidence to adapt to change, as well as the safety to learn from trying, failing, pivoting, and trying again. Innovation requires expertise, risk, and safe supportive workplaces.   

• Caring - We define Caring as empathy, compassion, and kindness, with each other and for the people we serve. Each of our clients is unique, with different needs and priorities – there is no ‘one size fits all.’ Caring requires awareness, acceptance, respect, inclusion, and humble self-confidence.   

• Trustworthiness - Trustworthiness is the genuine and respectful approach we take in everything we do. Its core is personal integrity, which we define as “do the right thing, even when no one is looking.” Trust is the cornerstone of how we deliver consistent, reliable care to those in need.   

Commitments:   

PRAXES is an equal opportunity employer and employs personnel without regard to race, creed, colour, religion, sex, ethnic origin, ancestry, age, place of origin, physical or mental disability, citizenship, sexual orientation, marital or family status.   It is our policy to select the best qualified person for each position within our organization on the basis of demonstrated ability, experience, training, and potential.  This policy applies to all our employment and personnel practices, including decisions regarding hiring, transfer, promotion, demotion, and dismissal.   

Thank you for your interest in this role.   Due to the volume of applications, only suitably qualified and experienced candidates will be contacted.