Hybrid Provider Scheduling Coordinator at Cahaba Medical Care Foundation

Provider Scheduling Coordinator

Background: Cahaba Medical Care Foundation is a community health center organization providing medical, pharmacy, dental, and behavioral health services to diverse underserved communities in Jefferson, Bibb, Perry, Chilton, and Wilcox counties. We are a Level 3 Patient-Centered Medical Home and Joint Commission accredited organization, committed to increasing integration and coordination of behavioral health and primary care. This is an exciting, fast paced practice with a strong mission and commitment to providing high quality care. 

Responsibilities & Duties

Responsibilities

• The Provider Scheduling Coordinator is responsible for daily management and compliance of provider schedules.

• Primary responsibilities include establishing master schedules, auditing, reporting, and communicating to downstream stakeholder to ensure proper scheduling and utilization of providers

• The Provider Scheduling Coordinator is not only responsible for alignment of schedules within the CMC practice but with hospital organizations where the providers are credentialed

• Creates Master schedule for CMC providers, includes daily schedule, call rotation, hospital coverage, procedural assignments, ambulatory coverage

• Audits schedule to ensure appropriate provider coverage at all hospital, procedural (including testing), and practice locations

• Implements and communicates schedule changes as necessary

• Confirms with operational leaders about changes made to ensure necessary operational support

• Ensures provider schedules align with stakeholder entities (ED, procedural/testing departments and hospitals)

• Consults with other scheduling coordinators to ensure accuracy and appropriate awareness

• Reassigns providers based on unexpected changes

• Works with stakeholders to modify schedules and communicate changes to all affected parties, including peer hospital groups

• Compiles and reports data on current schedules and proposed schedule changes

• Produces reports that depict clinic operations

• Uses data to substantiate changes or modifications

• Confirms with leadership changes or modification made

• Participates with clinic leadership in provider schedule design; creates staffing rules and templates for each provider

• Serves as subject matter expert (SME) on various committees and task forces

• Provides knowledgeable insights on CMC manpower allocation for physician services

• Maintains the provider directory and provider assignments that transcribe to the master scheduling process

• Modifies assignments when necessary

• Serves as a liaison between CMC clinics and IT department regarding scheduling related systems requests

• Ensures EMR (Athena) is aligned with scheduling templates (system name)

• Troubleshoot defects in EMR, works with IT Team on a resolution

• Maintain in-depth knowledge of template build options to promote clinic flow efficiency and maximize patient throughput

• Communicates with providers and clinic team members on template changes and availability

• Meets with new providers and onboards them to the scheduling/assignment process

• Confirms credentialing is completed for all new providers prior to activating provider schedules and assignments

• Redirects providers to physician leadership when there are concerns with assignments or schedules

• Complete all other duties as assigned

Qualifications:

• Educational Requirements: Bachelor's Degree in Business Management, Supply Chain or Logistics Management or other related field.  Relevant work experience may be substituted for educational requirement.

• Minimum Experience: Applicants to this position must have a minimum of three years of experience in a medical office setting with experience with provider scheduling

Job Specific and Unique Knowledge, Skills and Abilities:

• Exceptional organizational skills, particularly in the areas of planning, coordinating, communicating

• Demonstrates good judgment and maturity, working collaboratively with team members and providers

• Demonstrates proficiency in Google Suite applications

• Extensive knowledge of provider visit types, sequencing, and cadence

• Excellent written, verbal, and listening skills

• Knowledgeable about physician and facility contracts to apply working knowledge to scheduling initiatives

• Able to work effectively under pressure