Master Scheduler

JOB OVERVIEW:

The Master Scheduler is responsible for partnering with providers and managers to coordinate schedule templates for the practice while troubleshooting scheduling issues. Ensures that all provider schedules are accurately loaded in a timely manner. Performs advanced scheduling functions including the loading of new appointment schedules, making changes to previously created schedules, and coordinating communication of provider schedules. Insures all the schedules and resources build and properly mapped in all systems used by West Cancer Center. Manages the appointment reminder system and updates as needed. Responsible for creation of new reminders and for handling all urgent clinic closure notifications. Master Scheduler is responsible for working with EMR team on implementation of the new templates or workflows involving scheduling department. As a member of the EMR Team, responsible for participating in the implementation and go-lives on any new systems.  Performs audits of the scheduling templates to ensure accurate utilization of EMR functionality. Assists Interface Specialist and Systems Analyst with any scheduling functionalities that require interfaces to other systems. Responsible for managing employee accounts in EMR systems and ensures user have the proper level of access. Must maintain in depth knowledge of operational considerations in the clinic.

ESSENTIAL FUNCTIONS:

• Oversee, manage, and maintain complex schedules for all West Cancer Center providers.
• Coordinates and develops, according to providers direction, the master scheduling templates.
• Maintains a master document for all provider templates in case of system outage.
• Handles clinic closures and coordination of rescheduling for all West Cancer Center Providers.
• Ensures all schedule changes are communicated and handled appropriately.
• Obtains appropriate authorizations for clinic closures and master template changes.
• Develops and maintains a check and balance system to ensure schedule changes are made correctly and departments affected by changes are notified immediately.
• Maintains appropriate turnaround time for scheduling change requests.
• Provides support to staff regarding scheduling questions and issues.
• Perform schedule accuracy audits as necessary.
• Stays abreast of all new technologies and updates released regarding EMR scheduling modules.
• Ensure accuracy of appointment reminder system and identify any errors or outages that may affect patients and/or providers.
• Responsible for creating all Help Desk requests with Appointment Reminders System and responsible to review completed tickets to verify accuracy.
• Works with Interface Specialist and Systems Analyst on proper mapping for scheduling tasks that require interfaces to other systems.
• Responsible for periodic auditing of the Appointment Reminders system to ensure everything works appropriately.
• Runs reports and provides analysis from Patients Reminders System when requested by peers or leadership.
• Manages employee access to EMR system by creating, disabling, updating, and auditing users as necessary.
• Maintains a professional approach respecting the dignity and confidentiality of patients and employees.
• Interacts internally with the management team, support team and staff.
• Performers other EMR duties as assigned.

QUALIFICATIONS:

• Minimum of three experience in the healthcare industry and/or customer service environment or equivalent combination of education and experience.
• Prior scheduling and EMR experience required.

KNOWLEDGE / SKILLS / ABILITIES:

• Ability to work independently and to consistently exercise sound judgement and initiative in a wide range of circumstances.
• Knowledge of the workflow in radiology, radiation, surgical and other clinical departments.
• Ability to travel any area of the organization, both local and remote as needed. Must provide own transportation.
• Ability to read, comprehend and prepare moderately complex written materials such as software documentation.
• Ability to communicate verbally and in writing scheduling concepts and methods to non-technical users.
• Knowledge of an experience with Microsoft Office and Excel.

WORK ENVIRONMENT / PHYSICAL DEMANDS / TRAVEL:

• Typical office and/or clinical environment with moderate noise level.
• Ability to sit, stand, walk, reach, climb or balance, stoop or crouch, hand/wrist use, talk, see, and hear for extended periods of time.
• Ability to read and understand documents such as safety rules, operating and maintenance instructions, procedure manuals, correspondence. 
• Ability to write routine reports and correspondence.
• Ability to speak and present information in small groups of customers, suppliers, or employees of the company.
• Ability to apply common sense understanding to carry out instructions given in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in routine situations. 
• Ability to lift up to 10 lbs.
• Some travel may be required.
• Additional hours may be required.

STATEMENT OF NON-INCLUSIVITY:

This job description is not to be construed as a complete listing of the duties and responsibilities that may be given to any employee.  The duties and responsibilities outlined in this position may be added to or changed when deemed appropriate and necessary by the person who is managerially responsible for this position.