Provider Scheduling Coordinator - Cahaba Medical Care : Job Details

Provider Scheduling Coordinator

Background: Cahaba Medical Care Foundation is a community health center organization providing medical, pharmacy, dental, and behavioral health services to diverse underserved communities in Jefferson, Bibb, Perry, Chilton, and Wilcox counties. We are a Level 3 Patient-Centered Medical Home and Joint Commission accredited organization, committed to increasing integration and coordination of behavioral health and primary care. This is an exciting, fast paced practice with a strong mission and commitment to providing high quality care.

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

Qualifications:

* 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