Template Coordinator

University Of Michigan; Ann Arbor (MI); Hybrid; USD 35,000 - 55,000; Full time

Job summary

An established industry player is seeking a dedicated individual to join their Call Center team, providing essential scheduling support for students, faculty, and staff. This role involves managing appointment schedules, collaborating with clinic leadership, and ensuring efficient communication within the clinic. Ideal candidates will possess strong clerical skills and a commitment to excellent customer service. Join a supportive environment where your contributions directly impact the well-being of the university community. If you are passionate about healthcare and have a knack for organization, this opportunity is perfect for you.

Qualifications

• 3+ years of clerical experience in a medical setting.
• Previous electronic medical record experience required.
• Ability to manage confidential information.

Responsibilities

• Manage clinical scheduling movements across UHC.
• Create and maintain daily schedule templates for providers.
• Assist in hiring and training new personnel.

Skills

Excellent communication skills

Customer service skills

Basic computer skills

Data entry skills

Education

High school diploma or equivalent

Tools

MiChart patient management system

Google Docs

Google Sheets

Google Forms

Job description

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

Job Summary

Department Summary:

University Health & Counseling (UHC) provides high-quality health care services to University of Michigan Students along with some Faculty/Staff. UHC is actively seeking compassionate, enthusiastic and patient-focused individuals who will share in the goal of patients and families first.

Position Summary:

Build and maintain scheduling templates for an ambulatory clinic. Work closely with clinic chiefs for schedule development. Assist in the Call Center when requested to schedule appointments primarily by telephone; interview patients to determine appropriate clinic, clinician, and time allotment based on patients? medical complaints; register patient information, including demographics and insurance; always demonstrating Service Excellence.

Shift/Days: Days/M-F with rotating Saturdays (8 am - 5 pm)

As part of our Call Center team at UHC, you will have the unique opportunity to provide care for U of M students, faculty, and staff.

Responsibilities*

• Responsible for managing clinical scheduling movements across UHC by leveraging communication systems such as UHC Time email, phone or Teams; etc.
• Partner with clinic leadership to create schedules to meet demands; create and maintain daily schedule templates for providers using MiChart patient management system; submit approved schedules to MiChart support team for build into system.
• Responsible for daily monitoring of the clinician and staff call-in line. Send out information/updates to unit supervisors via email; coordinate the process for contacting and rescheduling patients affected by clinician call-ins and schedule updates; Create and send out a daily schedule to UHC-All, detailing support for key coverage areas.
• Create DOD monthly coverage schedule, adjusting and providing updates, as needed, due to staffing changes/call ins/approved time off requests; assign APPs for Quick Clinic coverage and delegate which APPs will be responsible for the telehealth schedule; assign closing clinician coverage.
• Responsible for approval or denying clinician time off requests by ensuring that there is sufficient clinic coverage when processing via Master tracking system.
• Review templates for correct workflow based on visit type, length of visit, etc.
• Submit major template changes to MiChart Support Staff for the schedule to reflect accurately
• Research scheduling issues that appear to be scheduled differently than existing guidelines.
• Investigate clinician/clinic complaints about scheduling errors (delegated from supervisor).
• Assist the Supervisor in hiring and training new personnel; support and advise Call Center staff with scheduling questions, handling patient concerns and other difficult situations.
• Obtain and manage confidential and sensitive information.
• Collaborate/support/assist peers in same role as needed to ensure all template work is completed

Screening Calls and Scheduling Appointments (20%)

• Provide coverage in UHC Call Center when requested by the supervisor. Additional coverage may be required during staff shortages or may be limited during peak times for schedule building.
• Provide information to patients regarding services at UHC and the community (policies and procedures, cost of health care visits).
• Register patient demographics and insurance information into the computer and update in a timely fashion.
• Determine eligibility status and guide patients to status that should be most beneficial.
• Provide outside referral information to the public who are not eligible for UHC.
• Other duties, as assigned.

Required Qualifications*

Required Qualifications:

• High school diploma or equivalent.
• Three years of clerical experience in a medical setting.
• Previous electronic medical record experience.
• Basic computer and data entry skills.
• Excellent communication and customer service skills.

Desired Qualifications*

• Knowledge of Google Docs, Sheets and Forms.
• Template Editor knowledge.

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes .

Additional Information

Working Conditions:

• This role involves consistent office/desk work.

Shift/Days:

• Days/M-F with rotating Saturdays (8 am - 5 pm)

Physical Requirements:

• For the most part, this role is at a desk using a computer and phone and may involve long periods of sitting.

This role may have reporting obligations under Title IX and Clery.

Authorization to work in the U.S. is a precondition of employment and applicants for this position will not be sponsored for work visas.

Salary may vary depending on qualifications, experience, and education of the selected candidate.

Selected candidates whose start date is 4/1/2025 or after, will not be eligible for the university FY25-26 salary/merit plan unless otherwise notified.

Relocation will not be offered for this position.

Union Affiliation

This position is covered under the collective bargaining agreement between the U-M and the Service Employees International Union (SEIU), which contains and settles all matters with respect to wages, benefits, hours, and other terms and conditions of employment.

Application Deadline

Job openings are posted for a minimum of seven calendar days. The review and selection process maybegin as early as the eighth day after posting.Thisopening may be removed from posting boards and filled anytime after the minimum posting period has ended.

U-M EEO Statement

The University of Michigan is an equal employment opportunity employer.