VIS Scheduler

Vanderbilt University Medical Center; Nashville (TN); On-site; USD 36,000 - 48,000; Full time

Job summary

The Scheduler at Vanderbilt Health is responsible for scheduling patient appointments following medical practice procedures. This role may be combined with receptionist/registration or medical assistant duties as needed, enabling flexible support within the VIS Scheduling team at Vanderbilt Health.

Ideal candidates have at least 1 year of relevant experience, a High School Diploma or GED, and strong customer service skills.

Qualifications

• 1 year of relevant work experience in scheduling, reception, or medical office.
• Strong customer service and communication skills.
• Ability to use scheduling systems and coordinate with clinicians.

Responsibilities

• Schedules appointments for patients by phone or in person, following office protocols.
• Matches physician availability with patient preferences by date and time.
• Maintains the scheduling system to keep records accurate for daily operations.
• Provides daily schedules to physicians, clinicians, and staff before visits.
• Updates master schedule with cancellations or additions daily.
• Communicates with physicians and staff regarding scheduling concerns; troubleshoots system issues.

Education

High School Diploma or GED

Job description

Discover Vanderbilt Health

With eight hospitals and over 180 clinics, we are the region’s largest comprehensive academic health system. Vanderbilt Health has a long tradition of providing world-class care to the people of the Mid-South, living out our mission of moving medicine forward through preeminent programs in patient care, education and research. Here you’ll find a spirit of collaboration and a supportive community where your expertise is valued, your knowledge expanded and your uniqueness celebrated. We are committed to fostering an environment where talented, compassionate people are united in bringing the most advanced care to our neighbors throughout the region.

Organization

VIS Scheduling

Job Summary

The Scheduler is responsible for making patient appointments following medical practice procedures. Tasks may be integrated into another position e.g., receptionist/registration or medical assistant, as needed.

Key Responsibilities

• Schedules appointments for patients either by phone when they call in or in person after an office visit. If medical practice offers after-hours/one-day appointments, schedules these appointments following urgent/emergency protocols as in the case of a sick child, which may mean scheduling the patient with a physician or nurse practitioner other than their primary physician.
• Uses manual/computerized system to match physician/clinician availability with patient’s preferences in terms of date and time.
• Maintains scheduling system so records are accurate and complete and can be used to analyze patient/staffing patterns. Provides daily schedules to physicians/clinicians or medical assistants prior to each day’s visits. Also provides copies for the receptionist/ registration clerk and others as needed.
• Ensures that updates (e.g., cancellations or additions) are input daily into master schedule.
• Communicates as needed with physicians/clinicians and other staff about any patient concerns/issues related to scheduling. Consults with appointment manager about any system problems.
• Uses customer service principles and techniques to deal with patients calmly and pleasantly.
• Performs other duties as assigned.

Technical Capabilities

Our professional administrative functions include critical supporting roles in information technology and informatics, finance, administration, legal and community affairs, human resources, communications and marketing, development, facilities, and many more.

At our growing health system, we support each other and encourage excellence among all who are part of our workforce. High-achieving employees stay at Vanderbilt Health for professional growth, appreciation of benefits, and a sense of community and purpose.

Core Accountabilities

• Organizational Impact: Performs tasks that are typically routine that may impact team's performance with occasional guidance. * Problem Solving/ Complexity of work: Utilizes some discretion and research to solve routine problems. * Breadth of Knowledge: Applies knowledge of standards, established processes and procedure that apply to your own job. * Team Interaction: Provides guidance to entry level co-workers.

Core Capabilities

Supporting Colleagues : Develops Self and Others: Continuously improves own skills by identifying development opportunities.- Builds and Maintains Relationships: Seeks to understand colleagues' priorities, working styles and develops relationships across areas.- Communicates Effectively: Openly shares information with others and communicates in a clear and courteous manner. Delivering Excellent Services: - Serves Others with Compassion: Invests time to understand the problems, needs of others and how to provide excellent service.- Solves Complex Problems: Seeks to understand issues, solves routine problems, and raises proper concerns in a timely manner. - Offers Meaningful Advice and Support: Listens carefully to understand the issues and provides accurate information and support. Ensuring High Quality: - Performs Excellent Work: Checks work quality before delivery and asks relevant questions to meet quality standards. - Fulfills Safety and Regulatory Requirements: Demonstrates basic knowledge of conditions that affect safety and reports unsafe conditions to the appropriate person or department. Managing Resources Effectively : - Demonstrates Accountability: Takes responsibility for completing assigned activities and thinks beyond standard approaches to provide high-quality work/service. - Stewards Organizational Resources: Displays understanding of how personal actions will impact departmental resources. - Makes Data Driven Decisions: Uses accurate information and good decision making to consistently achieve results on time and without error. Fostering Innovation : - Generates New Ideas: Willingly proposes/accepts ideas or initiatives that will impact day-to-day operations by offering suggestions to enhance them. - Applies Technology: Absorbs new technology quickly; understands when to utilize the appropriate tools and procedures to ensure proper course of action. - Adapts to Change: Embraces changes by keeping an open mind to changing plans and incorporates change instructions into own area of work.

Work Experience

Relevant Work Experience

Experience Level

1 year

Education

High School Diploma or GED

• This role offers the opportunity to make a meaningful impact within Vanderbilt Health, supported by a comprehensive benefits package which may include health, disability, retirement and/or wellness offerings to enhance your well-being and professional growth.

Vanderbilt Health is committed to fostering an environment where everyone has the chance to thrive and is committed to the principles of equal opportunity. EOE/Vets/Disabled.