Provider Scheduling Coordinator

Responsibilities & Duties

Responsibilities

• The Provider Scheduling Coordinator is responsible for daily management and compliance of provider schedules.

• Primary responsibilities include establishing master schedules, auditing, reporting, and communicating to downstream stakeholder to ensure proper scheduling and utilization of providers
• The Provider Scheduling Coordinator is not only responsible for alignment of schedules within the CMC practice but with hospital organizations where the providers are credentialed
• Creates Master schedule for CMC providers, includes daily schedule, call rotation, hospital coverage, procedural assignments, ambulatory coverage
• Audits schedule to ensure appropriate provider coverage at all hospital, procedural (including testing), and practice locations
• Implements and communicates schedule changes as necessary
• Confirms with operational leaders about changes made to ensure necessary operational support
• Ensures provider schedules align with stakeholder entities (ED, procedural/testing departments and hospitals)
• Consults with other scheduling coordinators to ensure accuracy and appropriate awareness
• Reassigns providers based on unexpected changes
• Works with stakeholders to modify schedules and communicate changes to all affected parties, including peer hospital groups
• Compiles and reports data on current schedules and proposed schedule changes
• Produces reports that depict clinic operations
• Uses data to substantiate changes or modifications
• Confirms with leadership changes or modification made
• Participates with clinic leadership in provider schedule design; creates staffing rules and templates for each provider
• Serves as subject matter expert (SME) on various committees and task forces
• Provides knowledgeable insights on CMC manpower allocation for physician services
• Maintains the provider directory and provider assignments that transcribe to the master scheduling process
• Modifies assignments when necessary
• Serves as a liaison between CMC clinics and IT department regarding scheduling related systems requests
• Ensures EMR (Athena) is aligned with scheduling templates (system name)
• Troubleshoot defects in EMR, works with IT Team on a resolution
• Maintain in-depth knowledge of template build options to promote clinic flow efficiency and maximize patient throughput
• Communicates with providers and clinic team members on template changes and availability
• Meets with new providers and onboards them to the scheduling/assignment process
• Confirms credentialing is completed for all new providers prior to activating provider schedules and assignments
• Redirects providers to physician leadership when there are concerns with assignments or schedules

• Complete all other duties as assigned

• Educational Requirements: Bachelor's Degree in Business Management, Supply Chain or Logistics Management or other related field. Relevant work experience may be substituted for educational requirement.

• Minimum Experience: Applicants to this position must have a minimum of three years of experience in a medical office setting with experience with provider scheduling

Job Specific and Unique Knowledge, Skills and Abilities:

• Exceptional organizational skills, particularly in the areas of planning, coordinating, communicating

• Demonstrates good judgment and maturity, working collaboratively with team members and providers
• Demonstrates proficiency in Google Suite applications
• Extensive knowledge of provider visit types, sequencing, and cadence
• Excellent written, verbal, and listening skills
• Knowledgeable about physician and facility contracts to apply working knowledge to scheduling initiatives

• Able to work effectively under pressure