Medical Office Scheduling Supervisor (FT)
Full Time
Grand Rapids, MI 49512
Posted
Job description
Medical Office Scheduling Supervisor
The Scheduling Supervisor is responsible for managing the scheduling secretaries and referral coordinators, scheduling patient appointments for Physicians, Nurses and PA’s, and depositions for physicians, Physician Assistants and nursing staff of OAM. The scheduling secretaries coordinate with the physician and nursing staff all physician surgery, office appointments and personal appointments to maintain an accurate master schedule.
The Scheduling Supervisor is responsible for managing the scheduling secretaries and referral coordinators, scheduling patient appointments for Physicians, Nurses and PA’s, and depositions for physicians, Physician Assistants and nursing staff of OAM. The scheduling secretaries coordinate with the physician and nursing staff all physician surgery, office appointments and personal appointments to maintain an accurate master schedule.
SUPERVISION: This position has managerial and supervisory requirements.
ESSENTIAL RESPONSIBILITIES:
- Responsible for the management and staffing of the scheduling secretaries and referral coordinators. This includes hiring, performance management, disciplinary action, and maintaining department schedules including scheduling and staffing arrangements, handling time off requests and reviewing and approving timecards.
- Promoting and creating a positive and collaborative work environment for the department. Conducts regular department meetings and has regular communication with the team.
- Maintain the rounds the list for all of the on-call physicians and a master schedule for assigned physicians.
- Communicate all policy changes to the scheduling team and handle any interoffice issues that may arise.
- Responsible for responding to any patient or referring physician office complaints in regards to the scheduling process or personnel and resolve such issues in a timely and appropriate manner ensuring the relationship with our referral base is kept.
- Maintain relationships with referral sources and network with new sources to initiate or increase business flowing to our physicians.
- Liaison between physicians and team members, or outside facilities to resolve any scheduling issues or complaints that either may have, responding and resolving in a timely manner.
- Schedule all office appointments for new patients, returning patients, patients from the ER-those who have had surgery both emergent and planned. Input patient demographic and insurance information accurately and confirming with the patient at the time of scheduling.
- Obtain information and create patient records for all patients seen in the hospital and other facilities. Scan documents into medical records and ensure that they are available for the physician to review prior to the patient’s appointment. Send all surgery notes to physicians weekly.
- Maintain and implement physician scheduling protocols and templates. Work closely with physicians and clinical team members to coordinate schedules and preferences.
- Follow up on all patient no shows with rescheduling or appropriate documentation.
- Schedule personal appointments and coordinate meetings as requested by physician including internal and external meetings.
- Keep referral form and Michigan Health Information Network (MIHIN) updates with changes, share changes appropriately so the website can also be updated.
- Review and approve all interpreter requests.
- Arrange travel for offsite meetings and conferences for assigned Physicians and mid-level providers.
- Sits as member of the management team, attends Metro referral meetings, leadership meetings and others as required.
- Manage professional relationships well and maintains a high degree of confidentiality.
- Perform other duties or functions as assigned or requested.
REQUIRED/DESIRED QUALIFICATIONS:
Education, Training and Experience:
- Minimum five years of experience in a medical office, preferably in patient scheduling.
- High level of proficiency in NextGen or a similar EHR system.
- 2-3 years of previous supervisor experience.
Specific skills, knowledge and abilities:
- Teambuilding, staff development & training.
- Ability to be flexible in an ambiguous and dynamic environment.
- Strong communication and relationship skills with demonstrated success training new team members on the clinical skills, processes and clinic practices to integrate successfully.
- Creativity, flexibility, and demonstrated critical problem-solving skills.
- A strong service orientation and a "can do" attitude.
- A willingness to learn on your own and take initiative.
- A low ego and humility; an ability to gain trust through good communication and doing what you say you will do.
- Familiarity with scheduling and rearranging appointments.
- Knowledge of medical terminology.
- Strong verbal and written communication skills; high degree of comfort with telephone work including both patient and complaint calls, triaging them appropriately.
- Demonstrates ability, judgment and willingness to make decisions.
- Excel skill level – intermediate including report & documentation preparation.
- Intermediate level keyboarding, use of email and internet applications.
- Experienced in Microsoft Office and Windows based computer applications.
- Ability to maintain a high level of confidentiality.
Motor, sensory and physical requirements:
- Ability to sit for prolonged periods of time.
- Moderate bending, stooping, lifting and reaching required.
- Employee may be required to lift up to 25 pounds.
- Manual dexterity required to operate modern office equipment
- Employee must have normal or correctible range of hearing and eyesight.
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