Scheduler Ambulatory Clinician (Sunnyside) Clackamas, OR
Responsible for creating, building and maintaining accurate clinician and department calendars and schedule templates utilizing analytical reports. Collaborates regularly with Access Management team, Physician leaders, Practice Directors, and Back office Staff Scheduling team, ensures there is an adequate number of appointments activated to meet demand, and appropriate level of back office support to manage both appointment rooming and non visit demand. Assures compliance with scheduling policies and procedures, through first line problem solving for access issues, which includes research and investigation, interpretation and resolution, or escalation as appropriate. Delivers high quality service to patients and clinicians.
- Create, coordinate and maintain schedules for department services and clinicians.
- Create schedules to meet established criteria and standards for member access, which includes the distribution of resources across the week, the arrangement of appointments throughout the day and the determination of the percentage of appointment types in each clinician-s schedule. Create and build schedules for all clinicians in multiple ambulatory departments and services. Interpret and utilize standardized statistical models to build clinician schedules that meet access needs.Work with Access management team to identify gaps or issues regarding access, translate decisions into appointing systems. Adheres to minimum staffing levels, and policies and procedures to ensure standards are met for resource utilization. Follow policy and procedures, and employ knowledge of staffing needs and staff availability to manipulate and maintain schedules. Track and report on Clinician schedule changes that impact appointment supply.
- Coordinate ambulatory schedules with other clinical responsibilities. Answer questions and reconcile differences regarding clinic schedules, call duties, medical department policies and NWP. Research and provide answers and/or refer to appropriate responsible party.
- Process requests for time off, schedule changes and extra clinics from Providers. Triage, dispatch, record and file information based on staffing levels, call and ambulatory patient schedules.
- Maintain a variety of records for decision-making and/or historical purposes. Identify trends by tracking data. Refer problems to the appropriate decision-maker and/or make recommendations for problem resolution.
- Monitor and ensure compliance of appointment utilization and classification. Report non compliance to appropriate supervisor or department head.
- Utilize scheduling policies and procedures.
- Interacts with staff and clinicians to negotiate schedule changes.
- Respond to inquiries from management and individual clinicians. Exercise critical thinking skills and judgment in problem solving.
- Diffuse volatile situations using good communication and conflict resolutions skills.
- Assure accurate and timely coding for purposes of reconciliation of time / payroll records using a variety of systems and careful consideration of union and business contracts. Capture and record all special compensation, for example, recharges, second jobs, premiums, lead pay, etc.
- Assists in coverage for peers to attend meetings / in services and other commitments including absences.
- Fulfills work schedule and project commitments.
- Demonstrates flexibility and adaptability in response to unexpected changes and requests related to workload, emergencies, staffing and scheduling.
- Identifies and implements cost saving measures in collaboration with the Access Manager.
- Promotes cost effectiveness through proper use and conservation of supplies and equipment.
- Perform other duties as requested.
- Minimum two (2)years of complex medical staffing or patient scheduling experience; demonstrated customer focused service skills.
- Associates degree OR three (3) years of experience within Kaiser Permanente.
License Certification, Registration
- Excellent knowledge of scheduling, staffing principles based on FTE-s, department needs and seasonal access demands.
- Demonstrated strength with mathematical skills and ability to pass KP critical thinking/math test.
- Ability to use complex software applications such as: Microsoft Office, Excel, medical software, and other electronic systems.
- Proven ability to analyze complex problems, negotiate, problem solve and collaborate with others.
- Demonstrates flexibility in response to unexpected changes in work volume, work assignments and scheduling.
- Ability to prioritize and manage multiple tasks and conflicting demands for service simultaneously.
- Make and communicate decisions and take action in high pressure situation with tact, diplomacy, and respect.
- Takes responsibility and shows initiative in dealing with interpersonal conflict resolution.
- Detail oriented with excellent time management and organizational skills.
- Excellent listening, oral and written communication skills including telephone and email correspondences with leadership and medical staff.
- Ability to work with minimal supervision.
- Analytical and investigation experience with pay practices.
- Two (2) years of college work preferred.
Primary Location: Oregon,Clackamas,Regional Process Center 10220 SE Sunnyside Rd.
Scheduled Hours (1-40): 40
Working Days: Mon-Fri
Job Type: Standard
Employee Status: Regular
Employee Group: SEIU - Local 49
Job Level: Individual Contributor
Job: Administration, Clerical and Support Services
Public Department Name: SC Access Management
External hires must pass a background check/drug screen. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with Federal, state and local laws, including but not limited to the San Francisco Fair Chance Ordinance. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, protected veteran, or disability status.
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