Cardiovascular Services Scheduling Coordinator - MyMichigan Health
Midland, MI 48670
About the Job
- Under the direction of the Practice Manager, and RN Clinical Operations Manager, provides a full range of administrative duties, including:
- Coordinates provider schedules across the entire cardiovascular service line. This position is responsible for creating/maintaining the operational, on-call and holiday schedules for all subsets of the service line to include Cardiology, Electrophysiology, Heart Failure/Structural Heart clinic, Cardiovascular Surgery and Vascular Surgery. Distribution of operations schedule as appropriate.
- Coordination and implementation of daily and special projects by applying expert knowledge and experience.
- This position has dual reporting responsibilities to the Practice manager and Clinical Operations Manager.
- Assistance with Kronos and other supportive duties as assigned.
- Makes independent decision within the scope of the responsibilities and in accordance with departmental, medical center, system policies and procedures.
- The coordinator is responsible for equitably assigning on-call and holiday coverage for provider team. Assists with conflict resolution for scheduling.
- The coordinator ensures provider coverage for each office, including specialty and satellite clinics, EP Lab/Cath Lab Midland/Central region, inpatient rounding, as well as cardiovascular testing and interpretation.
- Confirms equity amongst provider schedules for assigned roles, as these impacts the providers’ ability to meet contract obligations, as well as impacts provider compensation. This position requires extensive knowledge of patient and procedural workflow in multiple specialties
- This position requires effective utilization of the electronic medical record, including adjustments of the EPIC schedule templates, as well as management of schedule templates in Microsoft Excel, TelmedIQ.
- Scheduling coordination occurs on an ongoing basis, requiring the coordinator to collaborate closely with the cardiovascular department chair, managers, clinical team members and providers.
- All operations schedule changes must be approved through the coordinator to confirm appropriate provider and clinic staff coverage in all locations, while ensuring minimal interruptions to established patient and procedural workflows.
- All provider time off requests and trades are processed through the coordinator with the coordinator ensuring requests are submitted and approved per designated parameters.
- The coordinator is responsible for holding providers accountable to following time off procedures and will direct the provider to the cardiovascular department chair for approval, for those requests that fall outside of the outlined parameters. After approval, the coordinator updates and distributes the master and daily schedules.
- Assigned tasks are often performed without direct guidance, which requires critical and independent decision making skills.
Responsibilities:
(65%)* Creates and maintains operational, on-call and holiday provider schedules for CV services Midland/Alma/Clare (Midland region/Central region) to ensure coverage for designated locations and positions within the cardiovascular service line by collaborating with MPG and independent provider Practice Managers/Supervisors and managers. This includes coordinating physician’s block and release times to: ensure availability for required procedures; ensure availability of clinic space within the HVC and satellite/specialty clinics. Collaborates with of independent providers to create on-call schedules. Updates schedules to reflect changes on an on-going basis. Processes provider time-off and trade requests. Utilizes the electronic medical record and SharePoint to develop and update schedules accordingly. Coordination of structural heart procedure scheduling which involves multiple departments for this service. Assists with resident rotation coordination for Cardiology rotation. Manages providers' schedule and time-off requests in SharePoint.
(20%)* Collaborates closely with the cardiovascular department chair regarding operational functions of
the service line impacted by provider coverage and scheduling. Contacts the department chair as needed
for resolution of scheduling issues. Seeks approval from the department chair after schedules are
finalized. Assists the department chair with coordination and scheduling of his/her administrative duties
and meetings.
(15%)* Provides administrative support to all physician leaders within the cardiovascular service line, by coordinating and scheduling meetings. Assists providers with preparing information and materials for meetings. May be asked to attend meetings and take minutes. Coordinates advanced cardiac life support (ACLS) training with the education department for all providers within the service line. Provides other administrative duties, including coordination and implementation of daily and special projects by applying expert knowledge and experience.
OTHER DUTIES AND RESPONSIBILITIES:
Develop positive and professional relationships with all providers.
Maintain strict physician confidentiality with information shared by cardiovascular leadership.
Work collaboratively with Epic and IT teams for creating and managing schedule templates.
Oversee Microsoft Outlook Calendars for each provider.
Schedule meetings and reserve conference rooms, provide agendas for participants based on facilitator’s request.
Transcatheter aortic valve replacement (TAVR) and Watchman procedure schedules will be available three to five months in advance. These schedules are closely monitored to assure updated physician schedules do not interrupt this service which is essential to patient care. The TAVR and Watchman teams are communicated updates and changes and changes are made to address any coverage concerns for these services.
Coordinates daily schedule for providers scheduled in IVBU, Cath Lab 2, EP lab and Heart Station.
Works with staff and management to achieve defined weekly scheduling and authorization metrics.
On a monthly basis, creates and maintains mileage and travel relative value units (RVU) reports for all
providers.
Assists patient services assistant staff with confirmation of patient appointments as needed.
All other duties as assigned.
Certifications and Licensures:
N/A
Required Education:Education: Associates Degree
Comments: Bachelor’s degree in healthcare or related field preferred. Additional courses in medical terminology are preferred.
Other Information:EXPERIENCE, TRAINING AND SKILLS:
Experience in a medical office environment or medical center, preferably greater than 3 years including scheduling or administrative experience highly recommended including proficiency in Microsoft Office programs.
Experience working with cardiovascular service line departments preferred.
Demonstrate excellent interpersonal, problem-solving, and communication skills, both written and oral. Excellent organizational and multi-tasking skills. Ability to work effectively, cooperatively, and professionally with a diverse group of clinical providers and staff. Must be a team player.
Possess strong customer service and interpersonal skills to communicate successfully with individuals and
groups and interact with people at all levels to communicate ideas and concepts in a clear and
understandable manner.
Must be extremely accurate and detail oriented, along with the ability to handle multiple tasks and priorities simultaneously with numerous interruptions.
Must be able to exercise good judgment and work under pressure, with strong time management skills.
Pride and ownership of assigned responsibilities and demonstrated ability to work independently with a positive attitude.
Must demonstrate competency with computer programs and Intranet applications.
MyMichigan Health is a technology driven organization and employees need to demonstrate competency in Microsoft® Windows. An employee may be required to participate in further learning opportunities offered by MyMichigan Health.
PHYSICAL/MENTAL REQUIREMENTS AND TYPICAL WORKING CONDITIONS:
Exposure to stressful situations, including those involving public contact, as well as, trauma, grief and death.
Able to wear personal protective equipment that includes latex materials or appropriate substitute if required for your position.
Is able to move freely about facility with or without an assisted device and must be able to perform the functions of the job as outlined in the job description.
Overall vision and hearing is necessary with or without assisted device(s).
Frequently required to sit/stand/walk for long periods of time. May require frequent postural changes such as stooping, kneeling or crouching.
Some exposure to blood borne pathogens and other potentially infectious material. Must follow MyMichigan Health bloodborne pathogen and TB testing as required.
Ability to handle multiple tasks, get along with others, work independently, regular and predictable attendance and ability to stay awake.
Overall dexterity is required including handling, reaching, grasping, fingering and feeling. May require repetition of these movements on a regular to frequent basis.
Physical Demand Level: Light. Must be able to occasionally (0-33% of the workday) lift or carry 11-20 lbs., frequently (34-66% of the workday) 10 lbs. and or Walk/Stand/Push/Pull of Arm/Leg controls.