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.