Provider Scheduler

The Provider Scheduler is responsible for the maintenance of all provider and resource scheduling templates within the practice management system per established policies and procedures in collaboration with Clinic Managers. The Provider Scheduler reports to the Chief Operating Officer.

MINIMUM REQUIREMENTS:

• Completion of high school or possession of GED
• Two (2) years of full time experience as a medical receptionist or medical assistant
• One (1) year of experience writing, implementing and adjusting provider scheduling templates or similar type duties in an outpatient setting preferred
• Ability to communicate effectively in English; verbal and written.
• Valid California driver's license, proof of insurance, and personal transportation

SPECIFIC DUTIES:

• Makes adjustments to the established provider and resource schedule templates based on CMC holiday schedules, established meetings, approved planned time off requests, for unplanned time off (e.g. sick, family emergency, etc.), CME activities, and departures from employment.
• Activates scheduling templates for newly hired providers and resource staff.
• Communicates unplanned daily provider schedule changes to appropriate staff (i.e. Call Center, specific sites, etc.).
• Systematically opens all provider and resource scheduling templates, on a weekly basis, to accomplish patient appointment scheduling no more than 95 days in the future.
• Monitors availability of providers and resources to assure adequate staffing at sites by reviewing all time off approvals made by clinic managers and advising when coverage may not be sufficient.
• Maintains documentation of provider and resource PTO/time off/On-Call schedules and communicates this to clinic and administrative staff.
• Conducts audits and provides feedback to reduce errors and improve processes and performance.
• Stays up to date with electronic practice management system enhancements.
• Participates in development of new and revised provider and resource scheduling templates to meet the needs of patient, medical/dental center, and specialty needs.
• Prepares correspondence, memos, and reports as directed.
• Answers the telephone and provides information with respect and courtesy while also being effective and efficient.
• Acts as a resource for staff regarding questions related to front office operations and works with the operations management team. Attends meetings as designated.

Provider Scheduler

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• Ongoing knowledge, documentation and up-date of providers, resources, supervising physicians for NPs and PAs, and other key contact persons.
• May be asked to participate in other programs as assigned.
• Attends to other duties as assigned which include assisting other members of the team.

PERFORMANCE REQUIREMENTS:

Knowledge, Skills and Abilities

• Knowledge of business office procedures
• Skill in operating computer, including population management/tracking software and , photocopy and facsimile (FAX) machine
• Skill in greeting patients and co-workers by answering the telephone in a pleasant and helpful manner
• Ability to communicate clearly
• Ability to establish and maintain effective working relationships with all CMC patients, employees, and the public.

TYPICAL PHYSICAL DEMANDS:

Work may require sitting for long periods of time; also stooping, bending and stretching for files and supplies. Occasionally lifting files or paper weighing up to 35 pounds. Requires manual dexterity sufficient to operate a keyboard, operate a calculator, telephone, copier, and other such office equipment as necessary. Vision must be correctable to 20/40 and hearing must be in the normal range for telephone contacts. It is necessary to view and type on computer screens for long periods and to work in an environment which can be very stressful.

TYPICAL WORKING CONDITIONS:

Work is performed in a centralized facility that services all of CMC. Site specific work may be accomplished in reception, medical records, and cashier areas. Work is fast paced and may be stressful at times. Performance is monitored by the supervisor and workload is frequently adjusted to organizational need.