Complex Scheduler

Fairview Health Services; Minneapolis (MN); On-site; USD 40,000 - 64,000; Part time

Benefits offered by this job

Medical, dental, vision plans

Life insurance

PTO and Sick Time

Tuition reimbursement

Retirement plan

Early access to earned wages

Job summary

Fairview Health Services in Minneapolis, MN seeks a part-time Complex Scheduler to coordinate appointments, imaging, labs, procedures, and surgeries across clinics and departments.

You will work with providers, schedulers, and care teams to ensure timely sequencing of services, effective communication with patients, and accurate updating of the Epic system. Candidates should have strong customer service and multitasking skills.

Qualifications

• 2 years experience in a healthcare setting/practice or similarly complex setting.
• 1 year Completing scheduling and registration of appointments.
• 1 year Practicing good public relations, customer service, time management, prioritization, and patient communication skills.
• 1 year Proficient use of computer keyboarding and Microsoft office tools (Word, Excel, Outlook, Teams).

Responsibilities

• Pre & Post-Appointment Support
• Serves as a single point of contact for coordinating appointments, procedures/surgeries, labs, imaging, or treatments.
• Accurately navigates and translates complex service protocols, tools, standard work, and information to ensure appropriate services are delivered.
• Provides patients/caregivers with information and updates.
• Maintains awareness of multiple competing situations needing attention and prioritizes to assure patient needs are met, while maintaining a pleasant, friendly demeanor.
• Monitors, manage, and schedules/reschedules appointments from work queues or messages.
• Identify potential issues that could complicate care (i.e. insurance issues, adherence concerns).
• Customer Service
• Collaborate with patients, caregivers, providers, schedulers, and other care team members to ensure:
• Appointments, labs, imaging are prioritized and sequenced appropriately.
• Patient has followed through on their labs, imaging, and appointments.
• Medical records (results, office notes, etc) are received on time and available to the provider/care team.
• Prior authorization is completed, if needed.
• Appointments, labs, imaging are prioritized and sequenced appropriately.
• Effectively communicates with customers (patients, caregivers, providers, care team members, outside health systems) in a professional and respectful manner.
• Deliver a consistently high level of service and goes above and beyond to assist customers.
• Provides patients with correct information related to their scheduled appointments, procedures, or tests, and in response to any associated questions they might have.
• Partners with customers to resolve questions, and concerns.
• Follows standard processes and workflows to ensure safety and reliability.
• Communicates information and updates to providers, employees, and departments as appropriate.
• Prepares schedules for providers
• Prepares, manages, and updates the daily schedule/calendars for physicians who provide care (procedures, surgeries, clinic appointments) at different locations such as outreach clinics, hospitals, procedure centers.
• Apprise physicians of changes or updates related to their schedules.
• Epic in-basket and pool management
• Review and respond to patient messages sent to the Epic in-box or through MyChart.
• Gather and document information to help facilitate communication between the patient/caregiver and care team.
• Ensure messages are addressed within standard timeframes and elevate issues that need prompt attention.
• Communicate information delegated by providers
• Review chart to piece together important information for the patient and provider.
• Organization Expectations, as applicable:
• Demonstrates ability to provide care or service adjusting approaches to reflect developmental level and cultural differences of population served.
• Partners with patient care giver in care/decision making.
• Communicates in a respective manner.
• Ensures a safe, secure environment.
• Individualizes plan of care to meet patient needs.
• Modifies clinical interventions based on population served.
• Provides patient education based on as assessment of learning needs of patient/care giver.
• Fulfills all organizational requirements.
• Completes all required learning relevant to the role.
• Complies with and maintains knowledge of all relevant laws, regulation, policies, procedures and standards.
• Fosters a culture of improvement, efficiency and innovative thinking.
• Performs other duties as assigned.

Skills

Customer service

Time management

Communication

Prioritization

Team collaboration

Education

Healthcare or business-related degree

Tools

Epic

Microsoft Office

Job description

Job Overview

Join our team in driving a healthier future. Fairview is an award-winning nonprofit health care system with more than 35,000 employees. We are committed to high value health, superior outcomes, and an exceptional experience at a lower cost of care. Based in Minneapolis with clinics, hospitals, and facilities located throughout the state, we deliver care for people at all stages of life, and we serve patients who come to us from a variety of backgrounds. Passionate, innovative employees are essential to our future as we seek to heal, discover, and educate for longer, healthier lives. Innovations in care delivery include trauma-informed and integrative care, HUB sites where patients can access co-located and integrated behavioral health care, EmPATH (Emergency Psychiatric Assessment, Treatment, and Healing) units, and Recovery Services.

Job Summary

The Complex Scheduler is responsible for scheduling and coordinating multiple services including but not limited to appointments, imaging, labs, procedures, surgeries, and treatments. The Complex Scheduler collaborates with providers, clinic staff, schedulers, across multiple different departments, locations, and outside organizations (when needed) to ensure services are timed, coordinated, and sequenced appropriately and all associated activities are complete.

Schedule

Casual, 0.1 FTE. Ability to pick up at least two shifts a month

Location

Sexual Gender and Health Clinic, Minneapolis, MN

Responsibilities

• Pre & Post-Appointment Support
• Serves as a single point of contact for coordinating appointments, procedures/surgeries, labs, imaging, or treatments.
• Accurately navigates and translates complex service protocols, tools, standard work, and information to ensure appropriate services are delivered.
• Provides patients/caregivers with information and updates.
• Maintains awareness of multiple competing situations needing attention and prioritizes to assure patient needs are met, while maintaining a pleasant, friendly demeanor.
• Monitors, manage, and schedules/reschedules appointments from work queues or messages.
• Identify potential issues that could complicate care (i.e. insurance issues, adherence concerns).
• Customer Service
• Collaborate with patients, caregivers, providers, schedulers, and other care team members to ensure:
• Appointments, labs, imaging are prioritized and sequenced appropriately.
• Patient has followed through on their labs, imaging, and appointments.
• Medical records (results, office notes, etc) are received on time and available to the provider/care team.
• Prior authorization is completed, if needed.
• Appointments, labs, imaging are prioritized and sequenced appropriately.
• Effectively communicates with customers (patients, caregivers, providers, care team members, outside health systems) in a professional and respectful manner.
• Deliver a consistently high level of service and goes above and beyond to assist customers.
• Provides patients with correct information related to their scheduled appointments, procedures, or tests, and in response to any associated questions they might have.
• Partners with customers to resolve questions, and concerns.
• Follows standard processes and workflows to ensure safety and reliability.
• Communicates information and updates to providers, employees, and departments as appropriate.
• Prepares schedules for providers
• Prepares, manages, and updates the daily schedule/calendars for physicians who provide care (procedures, surgeries, clinic appointments) at different locations such as outreach clinics, hospitals, procedure centers.
• Apprise physicians of changes or updates related to their schedules.
• Epic in-basket and pool management
• Review and respond to patient messages sent to the Epic in-box or through MyChart.
• Gather and document information to help facilitate communication between the patient/caregiver and care team.
• Ensure messages are addressed within standard timeframes and elevate issues that need prompt attention.
• Communicate information delegated by providers
• Review chart to piece together important information for the patient and provider.
• Organization Expectations, as applicable:
• Demonstrates ability to provide care or service adjusting approaches to reflect developmental level and cultural differences of population served.
• Partners with patient care giver in care/decision making.
• Communicates in a respective manner.
• Ensures a safe, secure environment.
• Individualizes plan of care to meet patient needs.
• Modifies clinical interventions based on population served.
• Provides patient education based on as assessment of learning needs of patient/care giver.
• Fulfills all organizational requirements.
• Completes all required learning relevant to the role.
• Complies with and maintains knowledge of all relevant laws, regulation, policies, procedures and standards.
• Fosters a culture of improvement, efficiency and innovative thinking.
• Performs other duties as assigned.

Required Qualifications

• 2 years experience in a healthcare setting/practice or similarly complex setting
• 1 year Completing scheduling and registration of appointments
• 1 year Practicing good public relations, customer service, time management, prioritization, and patient communication skills.
• 1 year Proficient use of computer keyboarding and Microsoft office tools (Word, Excel, Outlook, Teams)

Preferred Qualifications

• Healthcare or business-related degree
• 2 years experience working in a healthcare setting utilizing Epic Health Records
• 1 year Telephonic customer experience
• 1 year Templating schedules in Epic
• 1 year Providing administrative medical support
• 1 year Utilizing basic medical terminology

Benefit Overview

Fairview offers a generous benefit package including but not limited to medical, dental, vision plans, life insurance, short-term and long-term disability insurance, PTO and Sick and Safe Time, tuition reimbursement, retirement, early access to earned wages, and more! Please follow this link for additional information: https://www.fairview.org/careers/benefits/noncontract

Compensation Disclaimer

An individual's pay rate within the posted range may be determined by various factors, including skills, knowledge, relevant education, experience, and market conditions. Additionally, our organization prioritizes pay equity and considers internal team equity when making any offer. Hiring at the maximum of the range is not typical. If your role is eligible for a sign-on bonus, the bonus program that is approved and in place at the time of offer, is what will be honored.

EEO Statement

EEO/Vet/Disabled: All qualified applicants will receive consideration without regard to any lawfully protected status