Centralized Scheduling Specialist

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The Centralized Scheduling Specialist provides administrative support regarding requests for time off, and coordinates the scheduling of providers (to include faculty, residents, mid-levels, etc . . .) within the EMR. The Centralized Scheduling Specialist provides communication with the Coordinator of Patient Access, Registration Specialists, and to schedule, reschedule visits appropriately based on the changes made within the system. Since the Centralized Scheduling Specialist has frequent contact with providers and other professionals within their department, this individual must consistently communicate all changes related to scheduling within a reasonable timeframe.

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. High school diploma or equivalent.

EXPERIENCE:

1. Two (2) years of experience in a health care setting

PREFERRED QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Bachelor’s degree in Business or Health Care Administration or related field.

EXPERIENCE:

1. Two years of experience in a health care setting in a high volume, academic environment.

CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position.  They are not intended to be constructed as an all-inclusive list of all responsibilities and duties.  Other duties may be assigned.

1. Responsible for the template build for any newly hired providers

2. Responsible for template changes to existing providers.

3. Implements changes to providers daily schedules based on written policy and requests from providers.

4. Responsible for all patient appointments affected by any provider schedule changes to include “bumping” patients from originally scheduled appointments.

5. Coordination of “bumped” patient appointments by calling patients to reschedule these appointments

6. Entering and maintaining up-to date data related to scheduling for each provider in the database.

7. Ensures that all schedules are reviewed, obtained, verified when necessary, and managed according to departmental specifications.

8. Notifying appropriate personnel of any scheduling change due to patient cancellation in a timely fashion.

9. Attempts to optimize and increase efficiency of visit or procedure by recommending potential alternatives

10. Ensures clinic schedules are up to date

11. Communicates with all staff to be sure patients are notified appropriately of any changes to the schedules

12. Monitors holidays, call-offs, for all medical staff and adjusts schedules when approved by appropriate leadership

13. Maintains up to date scheduling protocols for the clinic and communicates any changes necessary to ensure proper scheduling for all providers in the clinic.

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Extended periods of sitting at a computer terminal. Must possess mobility to move throughout department as well as off-site locations.

WORKING ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

SKILLS AND ABILITIES:

Additional Job Description:

Scheduled Weekly Hours:

40

Shift:

Exempt/Non-Exempt:

United States of America (Non-Exempt)

Company:

WVUH West Virginia University Hospitals

Cost Center:

550 WVUH Scheduling Call Center