Scheduling Supervisor

JOB SPECIFICATIONS:

1. QUALIFICATIONS:

a. Must be a High School graduate. Post-secondary education preferred with emphasis in Business and/or comparable prior experience in management or health related field.

b. Knowledge of patient access, customer service, and personnel management.

c. Must be able to read, write, and speak the English language and communicate effectively.

d. Must possess the ability to deal tactfully with personnel, patients, visitors, and the public.

e. Must be able to assess, distinguish, report and act upon the physical, social, developmental, and environmental needs of all patients admitted to Whitfield Regional Hospital; and the knowledge to provide age specific healthcare to adults, neonates, infants, adolescents, and geriatric patients; where appropriate or necessary.

f. Possess the ability to make independent decisions when circumstances warrant such action and follow administrative guidelines.

g. Must be a minimum of 21 years of age and of good moral character.

h. Must be knowledgeable of organizational and departmental policies, procedures, practices and guidelines

i. Must possess ability to work harmoniously with other organization and department personnel and supervise nonprofessional personnel.

j. Must possess ability to resolve problems that arise such as safety risks, errors, costly waste, misuse of equipment, settling personnel grievances, etc.

k. Must possess the ability to seek out new methods and principles and be willing to incorporate them into existing departmental practices effectively and efficiently.

l. Must possess the ability to plan, organize, implement, control, and direct the staff of the Patient Accounting Services Scheduling Department.

m. Must possess the ability to coordinate and communicate on a general administrative level in terms of general department administration.

n. Must possess the ability to understand the organization and department operations and to work independently in resolving strategic and tactical problems, yet within the scope of defined areas of responsibility.

o. Must possess the ability to lead and manage while maintaining a high standard of performance that can serve as a standard and example for personnel within the Scheduling Department.

2. PHYSICAL AND EMOTIONAL REQUIREMENTS:

a. Must have personal integrity, flexibility, and ability to work effectively with other personnel.

b. Must be able to sit, bend, and move intermittently throughout the workday.

c. Must possess the use of arms, hands, legs, feet, sight, and hearing, or use prosthetics that will accommodate these functions adequately, so that the requirements of the job can be fully met.

d. Must be in good general health and demonstrate emotional stability.

e. Must be able to cope with the mental and emotional stress of the position and set the proper example.

JOB DUTIES AND RESPONSIBILITIES:

1. Assist the hospital CFO in planning, organizing, implementing, controlling, directing, staffing, coordinating, and communicating all activities within the Scheduling Department.

2. Assist the CFO in implementing, monitoring, and executing defined organization and Scheduling Department goals and objectives.

3. Assist the CFO in developing policies, procedures, and controls relevant to the implementation of Scheduling Departmental responsibilities within the organization.

4. Assist the CFO in strategic and tactical planning to achieve organization and Scheduling Department goals and objectives.

5. Observe and report to the CFO any unusual situations, occurrences, conditions, or reactions, including those related to security within the hospital. Keep the CFO apprised of all problems of a significant nature and the progress of problem resolution activity.

6. Maintain a process of management by exception, accuracy, relevance, and timeliness. Consistently update and revise to meet current management needs and operating necessities.

7. Analyze and study current trends of customer service, patient access, and collections

and determine the feasibility of their implementation in the Scheduling Department.

8. Assume responsibility for the planning of all supervisory functions related to the assigned areas of responsibility and consistently research, evaluate, and make recommendations for improvement.

9. Ascertain relevant, accurate, timely, and clear communications vertically and horizontally to achieve proper coordination of all hospital resources relevant to the Scheduling Department.

10. Attend professional webinars and seminars to keep technically and administratively current in knowledge and experience. Observe methods to improve operations that are congruent with WRH PAS goals and objectives.

11. Work cooperatively with all hospital personnel and promote and maintain good interpersonal and interdepartmental relations to ascertain candid and open communications interdepartmentally and interdepartmentally.

12. Maintain good relations with the public on behalf of WRH and take every opportunity to communicate the humane and constant pursuit of enhanced quality of patient care that meets the needs of WRH patient marketing area.

13. Assist in all assigned projects and programs that impact hospital operations. This not only includes assigned areas of PAS responsibility, but other responsibility as deemed appropriate by Administration.

14. Provide leadership, management, and examples that motivate subordinates to improve their patient access and billing knowledge. Moreover, provide a concerted program for motivation, training, and development that engages confidence, knowledge, insight, and experience. Strive to develop and maintain a continuing education experience attitude in combination with a participative management approach that motivates the desire for knowledge and job enrichment.

15. Assist in organizing and managing the operation of the Scheduling Department by directing the activities and functions of the PBX operators, registrars, scheduling clerks, financial counselor, and insurance billers to insure optimal efficiency and effectiveness.

16. Interview, hire and train new employees

17. Take an active interest in all committee assignments and other assigned projects and programs that impact on hospital operations to be sure that assignments and tasks are complete and effective.

18. Update the Policy and Procedure Manual with any changes that are made to current policies and procedures.

19. Regular (minimum quarterly) staff meetings.

20. Monitor and maintain records on staff activity and provide additional training as necessary.

21. Work with PAS manager to Develop and implement progressive incentive policy to reduce registration errors

22. Implement procedures to increase and track upfront cash collections of co-payments and deductibles from inpatients and outpatients

23. Any additional functions essential to the overall operation of the PAS department and hospital as deemed appropriate by the CFO or Administration.