Qgenda Program Coordinator

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What we Offer

• Career Growth Opportunities
• A Culture anchored in a strong sense of belonging
• Benefits (Medical/Dental/Vision) begin the first of the month following 30 days of employment
• 401k (Discretionary match)
• Generous PTO
• 8 Paid Holidays
• Equipment Provided for Remote Roles

Overview

The QGenda Program Coordinator supports the accuracy, integrity, and efficiency of timekeeping and scheduling workflows within QGenda. This role is responsible for reviewing, validating, and documenting time punch activity, approving locum time sheets, identifying discrepancies or patterns of concern, and ensuring timely follow-up with clinicians and scheduling teams. The Program Coordinator plays a key role in maintaining clean data, reducing administrative burden on onsite leadership, and reinforcing compliance with organizational timekeeping standards.

Essentials Duties and Responsibilities

Time Punch Review & Validation

• Review all QGenda time punch flags, including yellow triangle alerts, extended clock times, missed punches, and other system-identified discrepancies
• Prioritize and resolve “first-level” issues quickly, escalating more complex or unclear items to the Scheduler or SOS as appropriate
• Evaluate whether extended clock times indicate a forgotten clock-out or require additional clarification from the clinician
• Confirm whether submitted edits or added punches are one-time occurrences or part of a recurring pattern that requires intervention

Locum Timesheet Review & Approval

• Review and approve locum provider timesheets in QGenda to ensure accuracy and compliance with contract requirements
• Verify that locum clinicians’ clocks are properly set and submit accurate time punches before approving timesheets
• Communicate with locum agencies (e.g., D&Y) to reinforce expectations for proper clock-in/clock-out procedures and resolve discrepancies
• Identify and address patterns of incorrect or incomplete timekeeping among locum providers, escalating concerns when necessary

Documentation & Audit Readiness

• Ensure all approved edits, added punches, and timesheet approvals include clear, defensible notes that explain the reason for the adjustment
• Maintain consistent documentation practices to support future audits or inquiries, including long-term lookbacks if needed
• Utilize QGenda reporting tools to identify whether a punch was edited or added and ensure notes accurately reflect the action taken

Pattern Recognition & Issue Escalation

• Identify trends such as repeated missed punches, habitual edits, or schedulers routinely accepting edits without clinician correction
• Notify appropriate leadership when patterns indicate training needs, workflow issues, or non-compliance
• Collaborate with locum agencies and internal teams to reinforce expectations and correct recurring issues

Communication & Follow‑Up

• Contact clinicians directly when clarification is needed regarding missing information, questionable edits, or inconsistent timekeeping behavior
• Send timely emails to address concerns, reinforce expectations, and ensure clinicians understand proper clock-in/clock-out procedures
• Coordinate with schedulers and SOS team members when outstanding items require their review or decision-making

Collaboration & Support

• Work closely with leadership, schedulers, and SOS teams to ensure timekeeping accuracy without shifting unnecessary workload
• Support continuous improvement of QGenda workflows by identifying inefficiencies or recurring issues

Job Requirements: