Physician Scheduler Clerk chez Kaiser Permanente

• Ensures the consistent and efficient operation of the medical office schedules, hospital call rotation, and special procedure and/or operating room assignments for primary care departments (Family Proactive, Pediatrics, OB/GYN, Internal Medicine, Allergy and dermatology) at 10+ locations throughout the service area.
• Coordinates the departmental physician and physician-extender schedules.
• Initiates and prepares and implements the monthly provider schedules for various departments.
• Enters data into the regional CARE System program.
• Distributes the provider master schedules to providers, medical office administration and ancillary support services (i.e. Surgery Scheduling) in a timely manner.
• Coordinates all departmental master schedule changes.
• Solely responsible for ensuring accurate, complete and timely schedules, subject to the approval of the Module Coordinators and/or Chiefs of Service.
• Bi-monthly, will compute all worked hours and non-worked physician hours (AT/ET).
• Responsible for compiling each physicians bi-monthly payroll.
• Completes a Regional Positive Time Report for each physician.
• Data input of vital physician payroll data into the Regional Physician Pay roll System.
• Administrative Duties: Coordinates physician and physician -extenders monthly medical office schedule, hospital call rotation, special procedure and/or operating room assignments that meets both the patient and provider access needs.
• Makes appropriate schedule changes for medical office, hospital call rotation, special procedure and/or operating room, keeping appointment levels at their optimum.
• Develops a check and balance system to ensure schedule changes are made correctly and that those departments affected by these changes are notified immediately.
• Monitors and follows up with all schedule changes assigned to appointment personnel.
• Maintains and balances an equitable call schedule within the department.
• Prepares and maintains holiday call schedules for physicians, making all calls equitable in rotation.
• Adheres to area and departmental Policies and Procedures and still keep all aspects of the schedules functioning smoothly.
• Coordinates and develops, along with the chief of each department, provider master schedules 3 months prior to activating those schedules in Regional CARE system.
• Ensures that the Physician Scheduling Policy and Procedures are followed when developing and maintaining provider profiles.
• Confirms physician time against master Schedules and actual CARE appointments schedules.
• Accurately records all physician payroll information on the Regional Positive Time Reports.
• Accurately reports all direct and indirect physician hours via the regional payroll system.
• Independently prepares and maintains physician and physician-extender medical office schedules, hospital call rotation, and special procedure and/or operating room assignments for multiple providers; distributes schedules according to established procedures.
• Implements and expedites all physician and physician-extenders schedule changes and coordinates absences such as VL, SL, and/or requests for time off, to ensure adequate coverage for all medical areas.
• Follows up with appointment personnel to ensure that all schedule changes were completed in a timely and accurate manner.
• Notifies appropriate medical office and hospital personnel when schedule changes occur.
• Enters and/or oversees the entry of provider master schedules into Regional CARE System and updates data as required by Physician Scheduling and Procedures.
• Ensures that physicians and physician-extenders arrange for their own medical office and hospital call coverage in the event of their absence, according to the departmental policies and procedures.
• Develops physician and physician-extender profiles (schedules) for new providers following departmental policies and procedures as established by the Chief of Service.
• Computes physician worked on non-worked hours onto Positive Time Reports according to established policy and procedures.
• Prepares and distributes physicians copy of Positive Time Reports bi-monthly.
• Monitors and controls physician overtime; obtains appropriate authorizations for call backs; ensure providers appropriate use of indirect not-worked time and indirect worked time.
• Enters physician payroll information into the Regional Payroll System.
• Reviews and maintains personal data listings of per diems physician to ensure accuracy of telephone numbers and addresses.
• Conducts orientation with new providers, to acquaint him/her with Physician Scheduling role and responsibilities.
• Establishes and maintains appropriate department files and records.
• Will ensure accuracy and confidentiality of all records.
• Collects, prepares and distributes statistical data as required.
• Composes and types interoffice memorandums, as required.
• Perform other duties as required.

• Minimum of two (2) years recent direct experience with demonstrates computer literacy.
• Minimum two (2) years recent experience on a computerized appointment system or equivalent experience.

• N/A.

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• Ability to understand and communicate effectively and diplomatically with all levels of personnel.
• Adaptability to constant schedule changes and modification of the providers schedules.
• Ability to perform multiple tasks in a heavy workload environment.
• Master scheduling experience.
• Physician payroll experience.
• Ability to meet scheduling deadlines.
• General knowledge of organizational procedures and the ability to apply them to various situations.

• N/A.

Notes:

• This is an on-call position, days and hours may vary.