Job Description

Responsible for creating, building, and maintaining accurate clinician and department calendars and schedule templates utilizing analytical reports. Collaborates regularly with Department Leaders to ensure there is an adequate number of appointments activated to meet demand. Assures compliance with scheduling policies and procedures, through first line problem solving for access issues, which includes research and investigation, interpretation and resolution, or escalation as appropriate. Delivers high quality service to patients and clinicians. This would also include interface with payroll data and FTE Management within our current and future payroll systems. This role acts in collaboration with local teams as a consultant with rule build and access management.

• Create, coordinate, and maintain schedules for department services and clinicians.
• Create schedules to meet established criteria and standards for member access, which includes the distribution of resources across the week, the arrangement of appointments throughout the day and the determination of the percentage of appointment types in each clinicians schedule. Create and build schedules for all clinicians in multiple ambulatory departments and services.
• Interpret and utilize standardized statistical models to build clinician schedules that meet access nee
• Work with Access management team to identify gaps or issues regarding access, translate decisions into appointing systems.
• Adheres to minimum staffing levels, and policies and procedures to ensure standards are met for resource utilization.
• Follow policy and procedures and employ knowledge of staffing needs and staff availability to manipulate and maintain schedules.
• Track and report on Clinician schedule changes that impact appointment supply.
• Builds and maintains Provider Epic Templates.
• Ensures integrity and completeness of data and healthcare scheduling workflow. Manages data practices, database and information systems as well as guidelines, dictionaries, registries and/or services.
• Responsible for system configuration, build, validation, and ongoing support of assigned department applications.
• Provides high-level technical support to end users.
• Configures and maintains scheduling rules utilizing rule templates built within Lightning Bolt.
• Reports bugs, downtime, enhancement requests and configuration requests to the Northwest Corporate Development Systems Management Team.
• Manages provider payroll timely, accurately and within established guidelines.
• Accurately reports all direct & indirect physician hours via the regional payroll system.
• Accurately completes Physician Positive Time Reports (PTRs) as needed
• Confirms physician payroll time (MDTRV) against Master Schedule build (MDC) and actual clinic (HealthConnect) schedules.
• Coordinate ambulatory schedules with other clinical responsibilities. Answer questions and reconcile differences regarding clinic schedules, call duties, medical department policies and NWP. Research and provide answers and/or refer to appropriate responsible party.
• Process requests for time off, schedule changes and extra clinics from Providers. Triage, dispatch, record, and file information based on staffing levels, call and ambulatory patient schedules.
• Maintain a variety of records for decision-making and/or historical purposes. Identify trends by tracking data.
• Refer problems to the appropriate decision-maker and/or make recommendations for problem resolution.
• Monitor and ensure compliance of appointment utilization and classification. Report noncompliance to appropriate supervisor or department head.
• Utilize scheduling policies and procedures.
• Interacts with staff and clinicians to negotiate schedule changes.
• Respond to inquiries from management and individual clinicians. Exercise critical thinking skills and judgment in problem solving.
• Diffuse volatile situations using good communication and conflict resolutions skills.
• Assure accurate and timely coding for purposes of reconciliation of time / payroll records using a variety of systems and careful consideration of union and business contracts. Capture and record all special compensation, for example, recharges, second jobs, premiums, lead pay, etc.

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