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Functions as lead coordinator for quality and clinical scheduling pod for the Department of Family Medicine, building all Epic templates for all department locations. Coordinates and supervises activities related to patient registration, scheduling, template builds, outreach for continuity of care; scheduling/rescheduling, phone communication, and manage care of patients within an outpatient setting.

MINIMUM QUALIFICATIONS :

EDUCATION, CERTIFICATION, EXPERIENCE, AND/OR LICENSURE:

1. Bachelor’s Degree OR High School Diploma AND three (3) years of professional experience in a healthcare setting.

PREFERRED QUALIFICATIONS :

EXPERIENCE:

1. Three years of scheduling and patient registration experience in a clinic setting.

2. Previous experience with template builds in Epic preferred.

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. This position will complete all template building and adjustments for all providers, residents and students.

2. Works with Medical Director to coordinate all patient outreach for those patients who will need contacted to continue quality standards for continuity of care.

3. Works with department manager, administrator and Medical Director on patient outreach workflows to meet expectation and efficiency.

4. Works with supervisory staff at the call center to assure all clinics are available for scheduling; communicating any schedule changes and protocols to the call center.

5. Serves as liaison with all locations Family Medicine providers hold clinics to communicate changes to schedules and protocols.

6. Works with administrator, medical director and department manager to standardize procedures and operations to all clinic sites.

7. Coordinates patient contact/communication for those providers whose schedules may be adjusted due to advanced notice changes or last-minute schedule changes.

8. Ensures that patient access to our providers and appointment times are met while also ensuring that slots are utilized meeting expectations that all providers should be providing on site care and a quick turnaround in scheduling appointments.

9. Ensures all schedules are full prior to clinic dates and all appointments offered are convenient in location, date and time, for patient satisfaction and preference.

10. Functions as liaison for providers, patients, families, & outside partners for coordination of new provider (Faculty/APP/Resident) setup.

11. Supervises patient outreach activities, scheduling of appointments and provider schedule changes of clinical and quality scheduling/admin team.

12. Functions as liaison for providers, patients and families for coordination of scheduling appointments and customer service.

13. Acts as liaison with Information Technology in providing all needed information for new clinic/provider schedule builds and any changes to existing schedules, visit types and Epic templates.

14. Trains new scheduling staff on process workflows for patient outreach in continuity of care, conducts new employee orientation and provides ongoing training to employees.

15. Provides daily lead support and supervision of scheduling/quality admin staff to ensure prompt, courteous service to patients, providers and co-workers with all patient interaction and rescheduling/scheduling of appointments.

16. Coordinates scheduling activity within department and all other sites to ensure continuity of care and optimal communication.

17. Provides a supportive atmosphere for both co-workers and providers.

18. Leads all scheduling efforts for patient access and ensuring slot utilization for all department providers.

19. Coordinates scheduling, rescheduling and all template builds for all family medicine multidisciplinary clinics.

20. Serves on department clinical operations team and participates in weekly meetings.

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. Ability to stand, walk, sit, drive and lift up to 40lbs.

2. Extended periods of sitting at a computer terminal.

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.

1. Working conditions are normal office environment most of the time.

2. High volume, outpatient clinic environment

SKILLS AND ABILITIES:

1. Ability to organize and prioritize tasks in order to complete tasks in a timely and professional manner.

2. Good verbal and writing skills preferred.

3. Must possess basic computer knowledge.

4. Proficient skills of Microsoft Office; Knowledge of Epic, Citrix, preferred

5. Ability to follow oral and written instructions.

Additional Job Description:

Scheduled Weekly Hours:

40

Shift:

Exempt/Non-Exempt:

United States of America (Exempt)

Company:

WVUH West Virginia University Hospitals

Cost Center:

8040 UHA Family Medicine

Address:

6040 University Town Center Drive

Morgantown

West Virginia