Scheduling Administrative Coordinator - DOM Gastro - Hybrid

GENERAL SUMMARY/ OVERVIEW STATEMENT:

The Scheduling Administrative Coordinator, under general supervision and according to established policies, procedures and detailed instructions, provides master scheduling support to the Division of Gastroenterology, Hepatology and Endoscopy. The provider master scheduling template in the outpatient Gastroenterology and Endoscopy units are a complex function of approximately 60+ physicians which constitutes decision making to appropriately establish each template with specific appointment types to appropriately schedule. It requires the ability to learn multiple specialty clinical areas and the various appointment types in those areas.

The position is contingent on the individual's communication skills and the ability to synthesize data quickly and accurately within this busy department. This position will report to the Division Administrator and Endoscopy Administrator, who have overall responsibility for managing all administrative functions within the unit.

PRINCIPLE DUTIES AND RESPONSIBILITIES:

Master Scheduler/Physician Template Builder

• Serves as point of contact for all physicians for routine schedule / template changes.
• Tracks physician away dates and manages GI Division away calendar.
• Oversees management of GI Division Away Date email address and responds to queries in a timely fashion.
• Understands the importance of schedule utilization and works with physician practice to build schedules that facilitate patient access.
• Escalates template requests to manager that do not comply with department policy or accepted practice; approves general time away requests.
• Maintains the department and provider scheduling requirements for approximately 60+ physicians and APPs.
• Facilitates and coordinates appropriate system access for new providers, including ID swipe access to clinical areas, Epic training coordination, Provation access, etc.
• Responsible for creation and submission of schedule templates for new providers, as well as updates to templates for existing providers.
• Runs bi-monthly scheduling review meetings with administrative staff and relevant practice coordinators.
• Troubleshoots complex templates, anticipates impact on unit workload and communicates issues.
• Responsible for meeting with and educating new physician staff on the departmental structure of the master schedules.
• Incorporates physician feedback during on-boarding process to the development of the master template schedule.
• Establishes provider master template session limit rules in scheduling system.
• Maintains and revises provider master schedules based upon provider or leadership request.
• Notifies the department clinical leaders of any changes that may impact the daily schedule.
• Attends meetings that relate to scheduling template updates within the Gastroenterology Division.
• Coordinates and updates the evening/weekend on-call physician monthly schedule for the Gastroenterology Division.
• Coordinates and oversees the rescheduling of patient appointments related to physician clinic cancelations such as vacations/sick time/meetings/lectures/leave of absences and resignations.
• Facilitates the mailing distribution of patient appointment notification letters to inform them of changes in their appointment if needed.
• Responsible for directing staff to notify patients via letter (in Patient Gateway, or by regular mail) of provider departures and changes to work sites.
• Keeps leadership up-to-date on any scheduling conflicts, issues or concerns.
• Adjusts physician's templates as needed in accordance to the Fellowship Program Directors and Education Manager's needs, including interview season.
• Adjusts clinic templates when necessary to allow for inpatient consult coverage.
• Monitors schedule proactively to identify open spots and attempt to schedule patients for providers.
• Works with clinic staff to manage Wait Lists for clinic and endoscopy.
• Manages both provider make-up and moonlighting sessions.
• Opens and closes endoscopy blocks, as needed.
• Responsible for working with Division leadership to assign and implement provider sick policy coverage.

Administrative Support:

• Proficient in Epic Cadence, Optime & Template Builder
• Serves as the Epic master template Supervisor
• Manages special projects to describe unit efficiencies
• Serves as a back-up to administrative support when needed
• Other duties as assigned

Qualifications

QUALIFICATIONS:

• High School Degree required
• Bachelor's Degree preferred
• 3-5 years of related experience in ambulatory medical practice or equivalent preferred
• Knowledge of Epic master template and scheduling preferred

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:

• Outstanding interpersonal and communication skills
• Ability to function independently as well as with a team
• Exceptional phone and customer service skills
• Ability to multitask and prioritize
• Excellent organizational skills
• Strong problem-solving skills
• Good understanding of medical terminology
• Strong computer skills, including Word, Excel, and spreadsheets
• Critical attention to detail skills

WORKING CONDITIONS:

• Department administration office location; Monday-Friday normal business hours

EEO Statement

Brigham & Women's Hospital is an Affirmative Action Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.