Scheduler II and Template Manager, General Internal Medicine

Job Type: Regular

Time Type: Full time

Work Shift: Day (United States of America)

FLSA Status: Non-Exempt

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives.

Scheduler II and Template Manager, General Internal Medicine
Monday through Friday, 8:00am-4:30pm

The Scheduler II/Template Manager is responsible for the creation, coordination, and management of provider schedules in a multidisciplinary healthcare environment. This role supports clinical services in General Internal medicine including 54 providers and embedded departments such as Pharmacy and Collaborative Care, Internal Medicine Residency program, and pre op center. Ensuring alignment with operational needs, provider availability, and patient demand. This position plays a critical role in optimizing workflows and supporting high-quality care delivery.

Key Responsibilities:
1. Schedule Creation and Maintenance:
o Build and manage schedules for medical providers, embedded departments, and residency teams.
o Ensure schedules provide adequate coverage for clinical services, embedded departments, and continuity clinics.
o Collaborate with clinical leadership to address operational needs and ensure consistency across departments.
2. Support for the Internal Medicine Residency Program:
o Coordinate and code continuity clinic schedules for 36 residents and 2 chief residents.
o Integrate time away, endocrine rotations, subspecialty rotations, and backup coverage into the residency schedules.
o Ensure alignment of residency schedules with organizational policies and educational requirements.
o Communicate regularly with residency program leadership to address scheduling needs and resolve conflicts.
3. Management of Time Away and Commitments:
o Accurately code schedules for all providers and residents for:
 Paid Time Off (PTO)
 Holidays
 Medical or personal leave
 Professional development, rotations, and training sessions.
o Track and implement department-specific and residency-specific scheduling requirements.
4. Meeting and Event Coordination:
o Schedule required provider and resident meetings, including educational conferences, interdisciplinary case discussions, and administrative tasks.
o Collaborate with Pharmacy, Collaborative Care, and residency leadership to plan for shared activities and team interactions.
5. Monthly Booking Window Management:
o Open and manage monthly booking windows for provider and residency clinics to ensure appointment availability.
o Communicate booking timelines, updates, and deadlines to relevant stakeholders.
6. Collaboration Across Departments and Residency Programs:
o Partner with embedded departments, such as Pharmacy and Collaborative Care, to integrate their workflows into broader scheduling plans.
o Work closely with residency program leadership to maintain compliance with program-specific requirements.
7. Data Entry and Reporting:
o Maintain accurate scheduling data in applicable systems, including provider availability, rotation details, and continuity clinic assignments.
o Generate reports to evaluate schedule utilization and identify areas for improvement in residency and provider scheduling.
8. Technology and Tools:
o Use scheduling software, electronic health records (EHR) systems, and residency management platforms to streamline scheduling processes.
o Stay updated o    n scheduling tools and best practices for managing multidisciplinary and residency-based teams.
9. Conflict Resolution and Problem-Solving:
o Resolve scheduling conflicts quickly and equitably, ensuring seamless coverage and compliance with organizational policies.
o Develop contingency plans to address unplanned absences or changes in provider or resident availability.

Job Description:

Key Responsibilities:

Schedule Creation and Maintenance:

• Build and manage schedules for medical providers, embedded departments, and residency teams.
• Ensure schedules provide adequate coverage for clinical services, embedded departments, and continuity clinics.
• Collaborate with clinical leadership to address operational needs and ensure consistency across departments.

Support for the Internal Medicine Residency Program:

• Coordinate and code continuity clinic schedules for 36 residents and 2 chief residents.
• Integrate time away, endocrine rotations, subspecialty rotations, and backup coverage into the residency schedules.
• Ensure alignment of residency schedules with organizational policies and educational requirements.
• Communicate regularly with residency program leadership to address scheduling needs and resolve conflicts.

Management of Time Away and Commitments:

• Accurately code schedules for all providers and residents for:
  • Paid Time Off (PTO)
  • Holidays
  • Medical or personal leave
  • Professional development, rotations, and training sessions.
• Track and implement department-specific and residency-specific scheduling requirements.

Meeting and Event Coordination:

• Schedule required provider and resident meetings, including educational conferences, interdisciplinary case discussions, and administrative tasks.
• Collaborate with Pharmacy, Collaborative Care, and residency leadership to plan for shared activities and team interactions.

Monthly Booking Window Management:

• Open and manage monthly booking windows for provider and residency clinics to ensure appointment availability.
• Communicate booking timelines, updates, and deadlines to relevant stakeholders.

Collaboration Across Departments and Residency Programs:

• Partner with embedded departments, such as Pharmacy and Collaborative Care, to integrate their workflows into broader scheduling plans.
• Work closely with residency program leadership to maintain compliance with program-specific requirements.

Data Entry and Reporting:

• Maintain accurate scheduling data in applicable systems, including provider availability, rotation details, and continuity clinic assignments.
• Generate reports to evaluate schedule utilization and identify areas for improvement in residency and provider scheduling.

Technology and Tools:

• Use scheduling software, electronic health records (EHR) systems, and residency management platforms to streamline scheduling processes.
• Stay updated on scheduling tools and best practices for managing multidisciplinary and residency-based teams.

Conflict Resolution and Problem-Solving:

• Resolve scheduling conflicts quickly and equitably, ensuring seamless coverage and compliance with organizational policies.
• Develop contingency plans to address unplanned absences or changes in provider or resident availability.

Required Qualifications:
•    High School diploma or GED required, BA preferred.
•    3-5 years related work experience required.
•    Experience with computer systems required, including web based applications and some Microsoft Office applications which may include Outlook, Word, Excel, PowerPoint or Access.

As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) and COVID-19 as a condition of employment. Learn more about this requirement.

More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients' lives. Your skill and compassion can make us even stronger.

Equal Opportunity Employer/Veterans/Disabled