Scheduler Coordinator

100 Baystate Medical Center; Borough of Swale; On-site; USD 35,000 - 55,000; Full time

Job description

Under the direction of the Program Manager or Director of the Service Line, the Scheduler-2 is responsible for detailed and complex schedules of a regional service line. This includes working with patients, providers, Contact Center, ancillary departments, and insurance companies to coordinate appointments, case schedules, and pre/post procedure care. The position assists with building and maintaining the department schedule/block schedule as needed. Oversees the build of the provider staffing schedule utilizing current scheduling applications.

This role works collaboratively as a member of a multidisciplinary, interdepartmental clinical team and partners with the Contact Center, Surgical Services, Risk Management, Patient Financial Services, Information Technology, Denials, and Capacity Management teams to ensure coordination of services for patients, providers, Practice Managers/Supervisors/Nurse Managers.

Responsibilities include ensuring adequate assignments of physicians in all sites of care including practice locations, operating rooms, procedural suites, and consulting services to ensure maximum efficiency. This position must be able to work collaboratively with physician leaders, directors, and managers to ensure physician coverage needs are met in each clinical area.

Excellent interpersonal skills and communication skills that support interacting with multiple healthcare team members are required. It requires the ability to multitask and manage complex processes. Assumes additional responsibilities as necessary to support surgical services scheduling procedures.

The incumbent in this position will partner and consult with the BMP leadership and Providers to build and maintain master schedules that support the expected practice hours and schedules. The incumbent will work collaboratively with practice managers to ensure schedule optimization and adherence to all provider's expected hours in the clinic and offer coaching as necessary or requested. Consistent schedule audits will be performed and results will be communicated to practice and Access management. Responsible for oversight and organization of approved provider advanced time off requests, CME, or vacation time.

The incumbent will provide schedule-building education and support to BMP practices.

Responsibilities include building, monitoring, coaching, and reporting BMP practice schedule utilization to leadership.

SCHEDULE:

• Full time
• M-F between the hours of 7:30am-5pm

LOCATION:

• 759 Chestnut Street Springfield, MA 01199

RESPONSIBILITIES:

1. Creates complex multidisciplinary physician schedules, and adjusts schedules to meet the daily changes in clinical needs of the hospital, diagnostic labs, or practice schedule. Ensures that adequate physician coverage across all services is consistent and appropriately met.
2. Works closely with patients to coordinate their surgical care; facilitates all patient care needs including the scheduling of medical clearance, interpreter services, special equipment, pre, and post-operative appointments. Utilizes computer programs such as CIS to facilitate and document patient correspondence for all cases.
3. Works with all insurance companies to acquire prior authorization for procedures including preauthorizations and any special requirements. Ensures accurate completion of booking data prior to sending to Contact Center.
4. Develops and coordinates a systematic approach to identify coverage needs far in advance, develops and communicates action plans with medical and administrative leaders, and sustains appropriate physician coverage in all service line departments.
5. Coordinates service line or divisional coverage to maximize efficiency, physician skill set, and utilization of operating rooms and procedural suites.
6. Collaborates with the staff in the department, Patient Contact Center, Department of Anesthesia, Surgical services, through daily interaction and through formal meetings.
7. Articulates and presents objective assessments of physician coverage needs to Program Manager or Service Line Director to avoid adversely impacting service line operations.
8. Provides ongoing education and process improvement to providers and staff as it relates to schedule management.
9. Regularly meets and communicates with providers to assess the scheduling optimization process and collaborate to make the process and schedules better for patients as well as providers.
10. Disseminates schedules and changes to appropriate hospital departments, practices, and imaging sites across the regional service area.
11. Performs duties in an independent manner with minimal direct supervision. Offers suggestions or positive changes in policies, procedures, and forms.
12. Takes ownership and accountability for accomplishing work assignments. Serves as a teacher/leader/role model in fostering a collaborative environment.
13. Tactfully handles difficult situations with patients, visitors, and co-workers.
14. Builds and maintains BMP provider master schedules; has oversight of approved time away from the office.
15. Monitors daily schedules to ensure schedule optimization and performs audits ensuring schedules are built to expect.
16. Ability to/Knowledge of changes and requirements of Medical Staff privileges and procedure capabilities at various locations for surgeons.

Qualifications

Unless otherwise required by certification, licensure, or registration, an equivalent combination of education and experience that provides proficiency in the areas of responsibility listed in this description may be substituted for the minimally required education and/or experience listed in the Qualifications section below.

MINIMALLY REQUIRED EDUCATION:

High School / GED

PREFERRED EDUCATION:

Associates Degree

MINIMALLY REQUIRED EXPERIENCE:

Five or more years of experience in an administrative role is required.

PREFERRED EXPERIENCE:

Five or more years managing complex multi-disciplinary schedules, and strongly prefer experience in physician and medical procedure scheduling.

SKILLS/COMPETENCIES:

Demonstrated competence in communication; schedulers will be communicating in person, by phone, and in writing to patients, their families, coworkers, physicians, and critical departments daily.

Requires strong computer skills, schedulers work with the Windows environment and with electronic medical records, automated practice management software, patient access systems, databases, and networks. Experience with Microsoft Office Suite, Centricity Business (Out-Patient Registration), CIS (Cerner), SMS (In-patient Registration), and eWorkplace is preferred.

THE ADVANTAGES OF WORKING WITH BAYSTATE!

• Excellent Compensation High-quality, low-cost medical, dental and vision insurance
• Generous PTO – up to 25 days in the first year, with scheduled earned increases
• Continuing education support and reimbursement
• 403b retirement company match & annual company contribution increase based on years of service
• Wellbeing programs that include but are not limited to mental, physical, and financial health

Baystate Health is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, marital status, national origin, ancestry, age, genetic information, disability, or protected veteran status.