Schedule Maintenance Clerk

Essential Duties:

• Performs varied clerical work involving a high degree of independent judgment and accuracy.

• Analyze master schedules to determine accuracy and appropriateness.

• Create, Modify and maintain profiles.

• Make changes to department and provider schedule profile templates.

• Construct profiles to include patient arrival times, provider station locations, varied booking authorities, and appointment type conversions.

• Create and Modify provider's list, facility activity list, department and provider identification numbers.

• Prepare provider's medical appointment schedules.

• Access impact to provider voluntary time off requests based on facility appointment needs.

• Schedule Changes and Cancellation modify/ adjust providers ' schedules.

• Providers Department Chief of cancellation requests.

• Contacts and coordinates with local Clerical, Support, Tele-service team, list of canceled patients; rebooks provider driven appointments pursuant to guidelines.

• Use PC based tools to adjust provide schedules and supply. Identify ways to improve systems/processes.

• Assist with implementation of new automated systems.

• Collect pertinent input data from appropriate sources code and enter data into automated scheduling system.

• Create and maintain daily patient appointment schedules of TPMG physicians and non-physician providers adjusting time segments in KP system indicating clinic time and non-clinic time.

• Cancel, reschedule and notify patients of appointment changes (if dept. policy) Create, & Maintain master schedules, physician & non-physician work sheets in Microsoft Word and/or Microsoft Excel. Secure, compile and report statistical data.

• Documenting and recording data accurately and legibly.

• Participate in intradepartmental meetings and act as liaison with appropriate personnel.

• Release schedules on a timely basis for use by department personnel.

• Covers all departments assigned and other additional duties as assigned by the Manager.

Competencies:

Service Orientated:

• Able to demonstrate concern for satisfying internal customers. Must work collaboratively with team members and staff across all service lines

• Must maintain the highest level of courtesy to patients, members, staff and coworkers.

• Orient others and new employees to the job task of Schedule Maintenance.

• Orient new providers regarding schedule management functions and operations.

• Act as a role model and resource person.

• Identify ways to improve customer service and assist staff to resolve problems and complaints.

Communication:

• Good written communication skills, ability to express ideas clearly and concisely in writing.

• Excellent verbal communication skills, exhibiting diplomacy, tact, and caring attitude in all interactions.

• Must convey proper information and/or instructions to patients.

• Able to demonstrate good telephone etiquette while interacting with staff, patients and/or their family members.

Conflict Management:

• Must function as a team member to achieve Organizational, Medical Center and Schedule Maintenance goals

• Able to use a win-win approach to resolve controversy; stay objective and fair when dealing with sensitive situations; maintain constructive working relationships despite disagreement

Attention to Detail:

• The ability to identify the information needed to clarify a situation, seek that information from appropriate sources, and use skillful questioning to draw out the information

• Very thorough, ensures one-s work and others are complete and accurate.

Integrity:

• Able to create honest work environment, prevent inappropriate behavior by coworkers; give proper credit to others; handle all situations honestly.

• Demonstrate a high degree of confidentiality

Decision Making and Problem Solving:

• Able to take action in solving problems while exhibiting judgment and a realistic understanding of issues; able to use reason, even when dealing with emotional topics; review facts and weigh options.

• Able to identify the information needed to clarify a situation, seek that information from appropriate sources to generate options.

• Exhibits good judgment and a realistic understanding of issues; take action on decision

Flexibility:

• Able to remain open-minded and change opinions on the basis of new information; perform a wide variety of tasks and change focus quickly as demands change; manage transitions effectively from task to task; adapt to varying conditions.

Initiative:

• Able to bring about great results from ordinary circumstances; prepare for problems or opportunities in advance; undertake additional responsibilities and respond to situations as they arise little supervision.

• Takes initiative by identifying what needs to be done and doing it before asked or before situation requires it.

Planning, Prioritizing and Goal Settings:

• Ability to perform multiple tasks & work in a fast paced environment

• Setting priorities in a complex, busy environment, handling tasks simultaneously to include follow up.

• Thorough Knowledge of appointment making protocols in primary & specialty care.

Policies, Process, and Procedures:

• Attend meetings and work on committees as requested.

• Knowledge of personnel policies & procedures

• Must apply and retain thorough knowledge of all policies/procedures.

• Complies with department and regulatory standards with respect to: training and development, communication, management of work, and safety.

Miscellaneous:

• Show up to work

• Perform other duties as required

• Promotes cost containment through economical utilization of resources

• Meet with supervisor/manager to identify educational needs and develop personal goals

• Ability to sit and use a computer terminal 90% of the time and answer telephones.

• Must successfully complete regional Schedule Creation and Maintenance course when offered.

Grade: 325