Centralized Scheduler Specialist

WVU Medicine; Charleston (WV); On-site; USD 40,000 - 60,000; Full time

Job summary

WVU Medicine in Charleston, WV is seeking a Centralized Scheduling Specialist to provide administrative support for time-off requests and coordinate scheduling of providers within the EMR. You will work with the Coordinator of Patient Access and Registration Specialists to schedule and reschedule visits based on system changes, ensuring timely updates.

The role requires clear communication of schedule changes, accuracy in data entry, and a proactive approach to optimize visits.

Qualifications

• High school diploma or equivalent.
• Two years of experience in a health care setting.
• Bachelor’s degree preferred in Business or Health Care Administration.
• Two years of experience in a health care setting in a high-volume, academic environment.

Responsibilities

• Responsible for the template build for any newly hired providers.
• Responsible for template changes to existing providers.
• Implements changes to providers daily schedules based on written policy and requests from providers.
• Responsible for all patient appointments affected by any provider schedule changes to include “bumping” patients from originally scheduled appointments.
• Coordination of “bumped” patient appointments by calling patients to reschedule these appointments.
• Entering and maintaining up-to date data related to scheduling for each provider in the database.
• Ensures that all schedules are reviewed, obtained, verified when necessary, and managed according to departmental specifications.
• Notifying appropriate personnel of any scheduling change due to patient cancellation in a timely fashion.
• Attempts to optimize and increase efficiency of visit or procedure by recommending potential alternatives.
• Ensures clinic schedules are up to date.
• Communicates with all staff to be sure patients are notified appropriately of any changes to the schedules.
• Monitors holidays, call-offs, for all medical staff and adjusts schedules when approved by appropriate leadership.
• Maintains up to date scheduling protocols for the clinic and communicates any changes necessary to ensure proper scheduling for all providers in the clinic.

Education

Bachelor’s degree in Business or Health Care Administration

Job description

Welcome! We’re excited you’re considering an opportunity with us! Below, you’ll find other important information about this position.

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

• 1. High school diploma or equivalent.
• 1. Two (2) years of experience in a health care setting.

PREFERRED QUALIFICATIONS

• 1. Bachelor’s degree in Business or Health Care Administration or related field.
• 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:UHA University Health Associates
• Cost Center:550 WVUH Scheduling Call Center