Patient Access & Scheduling Manager

Manhattan Specialty Care; New York (NY); On-site; USD 75,000 - 85,000; Full time

Benefits offered by this job

Medical, dental and vision insurance

401(k) with 3% employer match

Paid time off and holidays

Room to grow: promotion from within

Job summary

Manhattan Gastroenterology seeks a data-driven Patient Access & Scheduling Manager to lead our Scheduling Department across offices and the endoscopy center. You will own the full scheduling cycle, from templates to confirmations, backfill and recall, using data to raise utilization and improve patient access.

You will manage a team, partner with Call Center and AfterCare managers, site managers, and leadership to standardize workflows, track KPIs, and optimize scheduling capacity in a

Qualifications

• 3-5 years in healthcare scheduling or clinical operations.
• 2+ years of supervisory or management experience.
• Experience with EMR and practice management scheduling systems.
• Strong organizational, communication and problem-solving skills with physicians.
• Bachelor's degree or equivalent experience in healthcare administration.

Responsibilities

• Oversee provider templates and blocks to reflect availability and visit types.
• Maximize utilization of providers, rooms, and prime-time slots; refill unused time.
• Improve patient access by aligning capacity with demand and recall scheduling.

Skills

Scheduling experience

KPI reporting

Supervisory experience

EMR systems

Communication skills

Physician collaboration

Process improvement

Education

Bachelor's degree in healthcare administration or related field

Tools

eClinicalWorks (eCW)

Practice management software

Job description

About us

Manhattan Gastroenterology is a growing 14-physician gastroenterology practice in New York City with its own Joint Commission-accredited endoscopy center, Midtown Endoscopy & Surgical Center. We are hiring a data-driven Patient Access & Scheduling Manager to make sure every available appointment and procedure slot is used well.

Position summary

The Patient Access & Scheduling Manager leads our Patient Access & Scheduling Department, overseeing clinical and surgical scheduling across our offices and endoscopy center. The role owns the full scheduling cycle, from provider templates and procedure blocks through confirmations, cancellations, backfill and recall, and uses data to raise utilization, reduce lost capacity and improve patient access. This is a hands-on leader who manages the scheduling team, works closely with the Call Center Manager and the Patient Care Coordination (AfterCare) Manager, Site managers and reports results to leadership.

• Reports to: Practice Manager
• Location: On-site at our 27th Street corporate office (Manhattan)
• Job type: Full-time, exempt

Key responsibilities

Capacity and utilization

• Oversee provider templates and procedure blocks so they reflect approved availability, visit types and procedure types.
• Maximize provider, appointment, procedure-room and prime-time utilization, and make sure unused block time is released and refilled.
• Align scheduling capacity with patient demand, including new-patient access and planned marketing and growth initiatives.

Cancellations, no-shows and backfill

• Reduce cancellations, late cancellations and no-shows, and find root causes such as prep issues, missing authorizations or scheduling errors.
• Run waitlists and backfill processes so cancelled time is filled quickly, including same-day openings and add-ons.
• Track whether cancelled patients are rescheduled and return to the schedule.

Patient access and conversion

• Monitor referral-to-scheduled and order-to-procedure conversion, and fix the points where patients fall through.
• Oversee surveillance and recall scheduling so patients due for follow-up procedures, such as colonoscopy, are identified and booked.
• Work closely with the Call Center Manager and Site Managers, whose team also books appointments, on shared scheduling standards, template use, capacity and metrics.
• Work closely with the Patient Care Coordination (AfterCare) team so follow-up procedures, recalls and results-driven appointments are scheduled promptly.
• Partner with authorizations and the front desk to keep patients moving from referral to completed procedure.

Reporting and analytics

• Build and maintain scheduling dashboards and weekly and monthly KPI reports for leadership.
• Track key metrics: provider and procedure-room utilization, fill rates, cancellation and no-show rates, backfill and waitlist conversion, referral and procedure conversion, and schedule leakage.
• Turn the data into clear improvement plans and recommendations.

Team leadership

• Lead the scheduling team, including the Surgical & Clinical Lead; train and coach staff, set clear expectations for productivity and accuracy, and review errors and missed opportunities.
• Standardize scheduling workflows and policies, and make sure they are followed consistently.
• Work closely with physicians, clinical teams, finance, marketing and practice leadership.

Qualifications

Required

• 3-5 years of experience in healthcare scheduling, patient access, surgical scheduling or clinical operations.
• Experience analyzing scheduling data and building or using KPI reports to drive improvements.
• 2+ years of supervisory or management experience.
• Experience with EMR and practice management scheduling systems.
• Strong organizational, communication and problem-solving skills, and the ability to work effectively with physicians.

Preferred

• Bachelor's degree in healthcare administration, business or a related field, or equivalent experience.
• Experience with procedure or surgical block scheduling, ideally in an ambulatory surgery center or gastroenterology practice.
• Experience with eClinicalWorks (eCW).

Compensation and benefits

• Salary: $75,000-$85,000 per year, based on experience
• Medical, dental and vision insurance
• 401(k) retirement plan with a 3% employer profit-sharing contribution, whether or not you contribute
• Paid time off and paid holidays
• Room to grow: we promote from within whenever possible

Manhattan Gastroenterology is an equal opportunity employer. We welcome applicants of all backgrounds and do not discriminate on the basis of any protected characteristic.