Provider Scheduling Coordinator (Clinic) - Joslin Diabetes Center

The Provider Scheduling Coordinator will be responsible for coordinating and managing the master provider schedules for the clinics. 

This role will work collaboratively with specialty clinics within Adult Diabetes (AD), Beetham Eye Institute (BEI), and Pediatrics to ensure adequate coverage is provided. Actively assign hospital coverage, weekend call, night call, holiday call, and MOD call - assigning coverage equitably and following the allocation guidelines. The Provider Scheduling Coordinator will also facilitate and coordinate the in-patient hospital program to ensure quality care, timely follow-up of discharged patients and meaningful quality metrics. Works with clinic leadership to appropriately roll out and map changes to all clinic schedules.

Hours are Monday-Friday: 8:30am-5:00pm

After initial training/orientation onsite, the role has a hybrid option available.

As a health care organization, we have the responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. We require that all staff be vaccinated against influenza (flu) and COVID-19 as a condition of employment.

• Proficiently create and manage schedules for the various specialties across clinics. Update templates to open or close sessions based on provider FTE changes.
• Collaborates with scheduling staff and communicates changes to upcoming schedules.
• Assists leadership in the development of orientation and training materials and procedures for scheduling staff to ensure efficient scheduling practices.
• Works with clinic staff to assist with scheduling patients and filling open appointment slots, including calling patients to reschedule due to provider schedule changes.
• Knowledgeable about various insurances to ensure patient has active insurance and updating patient demographics at the time of scheduling.
• Responsible for gathering provider time off requests and proactively assigns coverage equitably for various assignments (clinic, hospital coverage, weekend call, night call, MOD call, holiday call, fellowship preceptors, etc.) following the allocation guidelines as well as communicating to providers in advance of assigned coverage and schedule changes.
• Monitors professional/personal/CME obligations, notifying leadership if limits have been exceeded.
• Creates, monitors and updates fellow’s schedules according to supervising physician’s schedules, assigning alternate preceptor when supervising MD is out.
• First contact for all unplanned provider absence calls. Facilitates appointments for patients requiring same day appointment following protocol. Proactively re-assign coverage if needed and notify relevant parties if of changes to various coverage assignments.
• Provides monthly scheduling metrics – i.e. bumped patients, unfilled open slots, no show reports, etc.
• Coordinates with the other departments to address and implement any system or workflow changes to the scheduling administrative process.
• Facilitates continuous quality improvement for office procedures through observation, data collection and reports regarding issues such as waitlist management, management of no shows, key scheduling functionality etc.
• Other roles and responsibilities as assigned.

• Associates Degree
• Minimum 3 years’ experience with managing provider schedules in ambulatory clinic and knowledge of registration and insurance verification. 
• Proficient in Microsoft Office suite (Word, Excel, PowerPoint, Access)
• Understanding and proven track record of good customer service skills
• Ability to perform effectively under conditions of quickly changing workload in busy clinic setting.
• Ability to communicate on one-to-one basis to effectively respond to patient issues/complaints.