Job Posting Title:
Medical Staff Assignment Office Coordinator
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Hiring Department:
Department of Women's Health
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Position Open To:
All Applicants
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Weekly Scheduled Hours:
40
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FLSA Status:
Non-Exempt
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Earliest Start Date:
Immediately
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Position Duration:
Expected to Continue
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Location:
AUSTIN, TX
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Job Details:
PURPOSE
The Medical Staff Assignment Office Coordinator serves as a partner between clinical operations and institutional departments and divisions across the healthcare system to ensure clinical operations remain accessible and resources are managed with superior customer service through the management of complex provider scheduling and template builds in the Electronic Health Record (EHR). The Coordinator supports patient access and clinical efficiency by maintaining accurate scheduling data, managing provider time-off records, and collaborating with leadership to support operational excellence striving to ensure patient access and the advancement of exceptional high quality person-centered, integrated healthcare.
RESPONSIBILITIES
Template and Schedule Management
- Manages and fulfills incoming provider template build requests and modifications in EHR with accuracy.
- Supports consistent scheduling template lifecycle management across multiple specialties, locations, and service lines.
- Monitors appointment access and evaluates incoming requests based on acuity and impact on patient access standards.
- Responsible for ensuring incoming requests align with established design and best practices and escalates approvals as necessary to optimize scheduling and maintain access goals.
- Leads efforts for ongoing adjustments to provider scheduling templates by monitoring individual and departmental schedules and volumes, providing recommendations as needed to optimize resources.
- Ensures operations are unified departmentally prior to implementation.
Data Entry and Record Management
- Accurately inputs and updates provider scheduling information in the EHR.
- Captures and maintains scheduling version logs, document change management activities for all departmental schedule updates.
- Maintains up-to-date records of provider time off and faculty-related time for accurate reporting and compliance.
- Adheres to internal controls and reporting structure.
- Provides timely and accurate reporting on scheduling activities related to clinical operations.
Collaboration and Communication
- Acts as a central liaison between clinical and administrative teams, providing guidance and support to UT Health Austin clinic leaders to promote alignment and best practices in template scheduling through cross-departmental collaboration.
- Delivers exceptional customer service to internal and external stakeholders.
- Serves as liaison between clinical and administrative teams to ensure alignment of scheduling practices.
- Builds rapport across departments to support collaborative healthcare delivery.
- Troubleshoots scheduling conflicts and delays in collaboration with clinical leadership teams.
- Any qualifications to be considered as equivalent in lieu of stated minimums require the prior approval of the Chief Human Resources Officer.
- The University of Texas at Austin is an Equal Opportunity University. Specific job requirements or physical location of some positions allocated
- to this classification may render this position security-sensitive, and thereby subject to the provisions of Section 51.215, Texas Education Code.
- Provides feedback and recommendations on scheduling templates to improve operational efficiency and provider satisfaction.
Professional Development
- Promotes individual professional growth and development by meeting requirements for mandatory and continuing education and skills competency.
- Aligns individual goals with department-based goals contributing to the success of the organization.
- Serves as preceptor, mentor, and resource to less experienced staff.
REQUIRED QUALIFICATIONS
- Bachelor’s degree in business administration, Healthcare Administration, Public Health, or another related field or equivalent related experience
- 2+ years of administrative support in clinical operations or a healthcare scheduling role.
Relevant education and experience may be substituted as appropriate.
PREFERRED QUALIFICATIONS
- Experience working in Epic or other major Electronic Health Records.
- Experience with project management and/or change management.
- Experience with performance improvement initiatives in clinical settings.
SALARY RANGE
$40,000 + depending on qualifications
WORKING ENVIRONMENT/EQUIPMENT
- Standard office environment.
- Repetitive use of a keyboard
- May be exposed to such occupational hazards as communicable diseases, blood borne pathogens, ionizing and non-ionizing radiation, hazardous medications and disoriented or combative patients, or others.
- Primarily remote, with occasional in-person meetings required at UT Health Austin
- As priorities are dictated, non-standard work hours may be required but kept to a minimum.
REQUIRED MATERIALS
Resume/CV
3 work references with their contact information; at least one reference should be from a supervisor
Letter of interest
Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.
Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.
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Employment Eligibility:
Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.
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Retirement Plan Eligibility:
The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.
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Background Checks:
A criminal history background check will be required for finalist(s) under consideration for this position.
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Equal Opportunity Employer:
The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.
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Pay Transparency:
The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.
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Employment Eligibility Verification:
If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.
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E-Verify:
The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:
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Compliance:
Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.
The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.
Administrative & Executive Assistance (2)