Scheduling Operations Specialist

Summary:

As part of the Medical Staff Services team, the Scheduling Operations Specialist (Specialist)is responsible for coordinating schedules in conjunction with Medical leadership based on availability and current productivity metrics of part time, full time, pool, on-call, and Locums providers. This position will also assist with ensuring proper and dedicated coverage for PTO, CME, holiday coverage. The Specialist remains in consistent contact with the providers, the Chief Medical Officer, and program leadership to serve as a point of contact after the onboarding process. Organizing support materials and establishing decision-making tools is essential to the success of this role. Where needed, seek to optimize, streamline, and automate coverage processes with input from medical staff office and medical staff leadership.

Job Duties & Responsibilities:

• Provider schedule management and oversight.

  • Publish schedule via best available system or program, while maintaining a long-term goal of 60-days advance notice for medical personnel.

  • Ensure documentation, record keeping, and communication is organized and properly maintained.

  • Conduct expectations calls with newly contracted providers, educate them on the scheduling process and tools, and familiarize them with support resources.

  • Fill open shifts and address schedule lockouts in conjunction with leadership.

  • Communicate patient visit and schedule changes to relevant parties in a timely manner.

  • Communicate effectively with all stakeholders to ensure coverage at all facilities.

  • Ensure each covering physician is assigned work within the scope of their practice license, privileges, and credentialing field.

  • Support provider state license/DEA applications that widen the available coverage pool of providers.

• Enter approved bonuses into designated forms with appropriate documentation for supervisory management approval, as needed.

• Develop tracking and assist in projecting premium labor usage by following established premium labor processes.

• Help to educate medical staff on policies and processes related to coverage such as communication methods, sign-out procedures, notification of PTO/absence, and new policies.

• Perform scheduling tools & system maintenance.

• Assume other duties as assigned.

• Knowledge and demonstration of acceptable business practices

  • Adherence to administrative reporting structure and procedures

  • Sound professional judgement including resourcefulness, initiative, discretion, integrity, and thoroughness.

  • Use of Human Resources in any potentially difficult employee performance-related situations

  • Involve self in learning and continuing education, as applicable.

• Promote a team atmosphere by treating individuals with respect and honesty and by using direct communication and active listening skills.

  • Be open to change and actively support change.

  • Be open to others’ ideas and points of view.

  • Evaluate employees objectively and provide employees with periodic feedback.

• Promote department goals as well as the mission of the hospital.

  • Communicate goals to fellow staff members.

  • Maintain department policies and procedures.

  • Include requirements and guidelines from external agencies (i.e., Joint Commission, State of Wisconsin).

  • Maintain and/or communicate to appropriate party function backlog at a set time.

  • Educate new staff regarding regulations or requirements of those functions that relate to their areas or departments, as directed.

  • Demonstrate acceptance and training of student interns in the department, as directed.

• Participate in hospital committees, performance improvement team meetings, and team projects, as directed.

  • Demonstrate punctuality and preparedness.

  • Demonstrate effective communication skills.

  • Demonstrate good organizational skills.

  • Contribute in a positive, solution-focused manner.

• Conduct self in a professional manner.

  • Demonstrate organizational skills that promote timely response to all inquiries and to task completion.

  • Communicate with all individuals in a positive and professional manner.

  • Attempt to resolve individual issues with peers in a positive, calm manner, with a focus on solution.

  • Communicate concerns and provide solutions for same.

  • Project a professional image by wearing appropriate, professional attire.

  • Ability to influence departments within Rogers and provide technical guidance.

Additional Job Description:

Physical/Mental Demands:

• Position requires walking, sitting and standing. Lifting is moderate; must be capable of lifting a minimum of forty (40) pounds. Reaching, handling, grasping and manual dexterity are necessary to operate various equipment.

• Verbal and hearing ability are required to interact with staff, consultants, patients and family members of patients. Numerical ability is required to maintain records and operate a computer.

• Tact is required to interact effectively with employees and professional staff. Logical thinking and discretion required to make decisions in initiating and implementing policies and procedures and standards.

• Must be able to read and communicate through written, verbal and auditory skills and abilities.

• Must be physically/mentally able to perform job duties as verified by a physical exam by a licensed physician, per post-employment physical.

Education/Training Requirements:

• Bachelor’s Degree is required

• 1 year experience in scheduling position or an equivalent combination of education and experience is required

• 2 years experience in Healthcare is preferred

• Prior experience or knowledge base physician scheduling software and/or process’ is preferred

• Excellent problem-solving skills with the ability to hypothesize, test hypotheses, and draw valid conclusions

• Self-starter attitude; comfortable with working independently

• Strong proficiency in Microsoft® Office Products, with high degree of accountability to Excel knowledge and understanding

• Ability to work quickly and effectively in a fast-paced detail-oriented environment while adhering to deadlines.

• Valid driver license. Must be granted insurable status by the Rogers Memorial Hospital insurance policy.

With a career at Rogers, you can look forward to a Total Rewards package of benefits, including:

• Health, dental, and vision insurance coverage for you and your family 
• 401(k) retirement plan 
• Employee share program 
• Life/disability insurance 
• Flex spending accounts  
• Tuition reimbursement 
• Health and wellness program
• Employee assistance program (EAP)

Through UnitedHealthcare, UMR and HealthSCOPE Benefits creates and publishes the Machine-Readable Files on behalf of Rogers Behavioral Health.To link to the Machine-Readable Files, please visitTransparency in Coverage (uhc.com)