Staffing Coordinator and Scheduler; GI

The Staffing Scheduler and Coordinator is ultimately responsible for making sure provider clinic schedules are filled across the division at all sites, including the satellites. This involves checking schedules daily and at least 48 hours in advance of appointments with the purpose of filling any unused capacity, last minute cancellations, and added or converted appointments. This position implements scheduling policies, templates, and decisions; improves patient access; and promotes efficient use of clinical capacity. The role supports access, utilization, and performance metrics and identifies opportunities for improvement and sustainable growth. Success in this role relies on the division leadership’s support and collaboration with division team members. Appointments should be scheduled appropriately, ethically, and equitably without preferential treatment. In addition, the position performs varied secretarial and clerical duties within established guidelines in support of the division’s clinic schedules.

• Ensures provider clinic schedules are filled across the division at all sites, including the satellites to improve patient access and promote efficient use of clinical capacity.  20%
• Checks schedules daily in Epic and at least 48 hours in advance of appointments with the purpose of filling any unused capacity, last minute cancellations, and added or converted appointments.  20%
  • Reviews referral work queue and books patients into appointments.
  • Refers to wait list for patients that can be booked.
  • Discusses scheduling conflicts or problems with Manager and offers solutions to improve.   
• Communicate clearly with patients, providers, and support staff regarding any changes in schedules, etc
  • Makes patient reminder/confirmation calls in a timely fashion.   20%
• Completes provider schedules in compliance with scheduling policies, templates, and decisions.  20%
• Reviews/analyzes the schedules/templates on an ongoing basis to determine any trends for improvement in productivity and reducing wait times creating greater patient access.  10%
• Performs other job-related duties as assigned including but not limited to such duties as, bump lists, other miscellaneous work queues.  10%
   

Education and/or Experience Required:

• Education: High school diploma or GED.
• Experience:
  • Minimum 3 years relevant staffing/scheduling experience.
  • EMR experience.

Education and/or Experience Preferred:

• Education: Associate’s Degree; any field is fine but healthcare is preferred.
• Experience: Epic experience.

License and/or Certification Required:

• N/A

Knowledge, Skills and Abilities:

Knowledge:

• Expertise in Epic, including but not limited to work queues, scheduling coordinator/scheduler tools, template builder, clinic admin, and reports.
• Proficiency in provider schedule and template management.
• Knowledge of organizational scheduling policies, access standards, and governance structures.

Skills:

• Demonstrates computer proficiency in Windows environment.
• Intermediate level skills in Microsoft Word and Excel.
• Use of Internet as research tool.
• Demonstrates skills including communication, problem-solving, and decision-making.
• Demonstrates effective communication and collaboration skills with all members of the team, as well as with patients/families.

Abilities:

• Demonstrate all of the Connecticut Children’s Leadership Competencies.
• Communicate effectively, both orally and in writing.
• Act in a professional capacity any serve as a professional role model.