Supervisor, Provider Scheduling

Summary

Position Summary    

This position is responsible for the supervision of the Physician Scheduling & Waitlist employees and department functions.  The team’s responsibilities include: building and maintaining physician and ancillary testing schedule templates, physician waitlist process, and physician time outs.  Establish strong working relationships with critical Clinical Leadership to maximize patient, physician, and ancillary department satisfaction.  Accountable for creating a culture of compliance, ethics, and integrity. 

Essential Duties    

1. Manages and develops an effective staff: providing effective communication, leadership, guidance and resources. Determines staff qualifications and competency:  recruits, interviews, selects, hires, trains, orients, mentors, evaluates, coaches, counsels, disciplines, and rewards.  Establishes and monitors staff safety and regulatory compliance.
2. Responsible for solving scheduling issues with physicians and divisional leadership. Reviews clinic schedules for adequate provider staffing; and develops and coordinates solutions with director, physicians and divisional leadership. Build and maintain relationships with physicians, nursing, and clinic leadership to ensure quality service is delivered.
3. Accountable for supervision of employees who maintain schedule templates for ancillary departments; work with ancillary departmental managers to ensure availability to meet patient demand in a timely fashion. 
4. Accountable for managing wait list process. Directs the use of wait list to manage timely access to care for patients. Ensures prioritization of waiting patients as schedules are made available. Monitors wait list process and daily reporting to maximize physician schedules.  Reports on waitlist activities while communicating patient needs to clinic. 
5. Acts as communication liaison to gather and document new and changed scheduling and provider guidelines.  Ensures accurate and timely dissemination of information to all scheduling areas both internal and external to department.   Works with department trainers to update training documentation and makes suggestions.
6. Prepares scheduling statistics and other required reports for department leadership, physicians, and executive leadership.   Aligns staffing support to meet immediate needs, adjusting as necessary.  
7. Performs, coaches, reports on Quality Assurance of team to include schedule builds for accuracy prior to release to Scheduling. 
8. Identifies hindering factors in physician and ancillary testing schedules and develops and implements resolutions. Keeps physician leadership and departmental leadership informed of findings and recommended improvements.
9. Maintains appropriate level of expertise with QES scheduling system, Affinity registration system, and Allscripts EMR system. Maintain appropriate level of knowledge with NJH clinical operations.

Competencies

1. Accountability: Accepts full responsibility for self and contribution as a team member; displays honesty and truthfulness; confronts problems quickly; displays a strong commitment to organizational success and inspires others to commit to goals; demonstrates a commitment to National Jewish Health.
2. Talent Management for Leaders: Clearly establishes and communicates expectations and accountabilities; monitors and evaluates performance; provides effective feedback and coaching; identifies development needs and helps employees address them to achieve optimal performance. 
3. Building Strategic Relationships: Identifying opportunities and taking action to build strategic relationships between one’s area and other areas, teams, departments, units, or organizations to help achieve business goals.
4. Building Trust: Interacting with others in a way that gives them confidence in one’s intentions and those of the organization.
5. Collaboration/Teamwork: Cooperates with others to accomplish common goals; works with employees within and across his/her department to achieve shared goals; treats others with dignity and respect and maintains a friendly demeanor; values the contributions of others.
6. Managing Conflict: Dealing effectively with others in an antagonistic situation; using appropriate interpersonal styles and methods to reduce tension or conflict between two or more people. Addresses conflicts by focusing on the issues at hand to develop effective solutions when disputes or disagreements occur; helps others resolve conflicts by providing impartial mediation when needed.
7. Informing and Communicating: Clearly conveying information and ideas through a variety of media to individuals or groups in a manner that engages the audience and helps them understand and retain the message.

Supervisory or Managerial Responsibility    

Manages 6 to 10 employees

Travel

None

Core Values

1. Be available to work as scheduled and report to work on time.
2. Be willing to accept supervision and work well with others.
3. Be well groomed, appropriately for your role and wear ID Badge visibly.
4. Be in compliance with all departmental and institutional policies, the Employee Handbook, Code of Conduct and completes NetLearning by due date annually.
5. Fosters an inclusive workplace where diversity and individual differences are valued and leveraged to achieve the vision and mission of the institution.
6. Adheres to safe working practices and at all times follows all institutional and departmental safety policies and procedures. 
7. Wears appropriate PPE as outlined by the infection control policies and procedures.
8. Demonstrates compliance with all state, federal and all other regulatory agency requirements.

Minimum Qualifications

1. Education: Bachelor’s Degree, required. Bachelor’s in Healthcare Administration preferred. –or- any equivalent combination of Education and/or years of experience. 
2. Work Experience: A minimum 3 years recent and related administrative healthcare operations in a physician’s office, hospital or other related healthcare setting, with a minimum of 2 years of leadership experience, required.
3. Special Training, Certification or Licensure: None

Salary Range: $48,000 - $63,000

Benefits
At National Jewish Health, we recognize that our outstanding faculty and staff are the essence of our organization. For every aspect of health care, our employees are our greatest asset.
With that in mind, we have designed a valuable, comprehensive benefits package to meet the needs of our employees and their families.

• Medical Plans, Dental Plans and Vision Insurance
• Retirement Plan
• FSA and HSA
• Short and Long Term Disability
• Life Insurance and AD&D
• Voluntary Benefits, like Accident Insurance, Critical Care and Hospital Indemnity
• Sick and Vacation Paid Time Off
• Wellness Program
• Legal Plan