Position Title: After Hours Care Scheduling Assistant
Grade: E
Department: After Hours Care Department
QUALIFICATIONS:
REQUIRED TESTING:
none
REQUIRED:
High School diploma or GED
Two-years experience working with scheduling systems, which require problem solving and decision making.
One-year computer experience utilizing spreadsheets, databases and drafting memos.
One-year experience working in a clinical setting dealing with varied physician styles and practice parameters.
Keyboard proficiency
PREFERRED:
Strong oral and written communication skills; excellent telephone skills.
Demonstrate experience in organizing work and functioning with multiple priorities and interruptions.
Familiarity with Foxpro and Excel.
PHYSICAL REQUIREMENTS:
Applicant must be able to sit for prolonged periods of time. This position requires the use of close, visual perception and normal manual dexterity. Must be able to speak, read and write English fluently.
POSITION PURPOSE:
Service excellence is to be centered on patient care and patient relationships and is the responsibility of all employees. Teamwork is the norm and all employees will be held accountable to work as effective team members. This position supports the physician staffing for multiple Urgent Care sites. Responsible for scheduling multiple part-time physicians into Urgent Care to cover all evening and weekend hours. Ensure appropriate staffing balance at all sites by specialty and experience/skill level.
This position also understands, maintains and updates all the physician call schedules for HealthPartners staff models clinics, subspecialties and hospitals, Ramsey Clinic primary and subspecialty physicians, and for selected contracted medical groups. Provide support to departmental administrative secretarial staff.
ACCOUNTABILITIES:
Elicit availability from physicians staffing Urgent Care on a quarterly basis. Prepare quarterly staffing schedule balancing provider resources with the needs of each Urgent Care site by specialty/range of practice. Provide updates monthly and daily reflecting changes and additions.
Enter physician call information into the scheduling program with attention given to accuracy and detail.
Update Urgent Care provider and call schedules on a daily basis, keeping CareLine, all Urgent Care clinics and appropriate management staff informed of changes and scheduling status. Activate Urgent Care schedules daily for appointment scheduling access.
Manage M.D. staffing crises by prioritizing workflow and continually assessing the overall staffing situation. Ensure both quality and quantity of work meets departmental expectations.
Assist with the transition of new physicians into Urgent Care; scheduling their orientation to Urgent Care, ensuring appropriate paper work is completed, informing them of Urgent Care scheduling system, and communicating status with medical and administrative management team.
Communicate with physicians on a daily basis via incoming and outgoing phone calls and email. Prepare written communications to Urgent Care physicians.
Maintain close communication with CareLine staff and contract hospitals to ensure accurate and complete information is available on daily call and Urgent Care coverage schedules.
Develop systems for tracking staffing needs and deficiencies. Report issues and concerns to Urgent Care management on an ongoing basis.
Maintain provider databases for inter- / intra-office communications, including home, office, and pager numbers.
Schedule and maintain physician staffing for other centralized after hours clinics as required (i.e. flex sig clinic).
Assist departmental secretarial staff with work as assigned.
122020_After_Hrs_Care_Scheduling_Asst.doc 09 Mar 00 Page 2 of 2
At HealthPartners we believe in the power of good – good deeds and good people working together. As part of our team, you’ll find an inclusive environment that encourages new ways of thinking, celebrates differences, and recognizes hard work.We’re a nonprofit, integrated health care organization, providing health insurance in six states and high-quality care at more than 90 locations, including hospitals and clinics in Minnesota and Wisconsin. We bring together research and education through HealthPartners Institute, training medical professionals across the region and conducting innovative research that improve lives around the world.
At HealthPartners, everyone is welcome, included and valued. We’re working together to increase diversity and inclusion in our workplace, advance health equity in care and coverage, and partner with the community as advocates for change.
Join us and become a partner for good, helping to improve the health and well-being of our patients, members and the communities we serve.
We are an Equal Opportunity Employer and do not discriminate against any employee or applicant because of race, color, sex, age, national origin, religion, sexual orientation, gender identify, status as a veteran and basis of disability or any other federal, state or local protected class.
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