Coord, Dept Physican Scheduling (Periop) - 40 Hours, Days

Exemption Status:

Schedule Details:

Scheduled Hours:

Shift:

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Cost Center:

This position may have a signing bonus available a member of the Recruitment Team will confirm eligibility during the interview process.

At UMass Memorial Health, everyone is a caregiver - regardless of their title or responsibilities. Exceptional patient care, academic excellence and leading-edge research make UMass Memorial the premier health system of Central Massachusetts, and a place where we can help you build the career you deserve. We are more than 16,000 employees, working together as one health system in a relentless pursuit of healing for our patients, community and each other. And everyone, in their own unique way, plays an important part, every day.

I. Major Responsibilities:
1. Manages the department OR schedule to fill in any gaps within the department's block of time to ensure maximum utilization within the department. Advertises surrendered time and releases back to the OR any surrendered time not taken by four weeks prior to date of surgery or time frame determined by department. Conducts a thorough review of Operating Room (OR) scheduling related processes and resources.
2. Evaluates block utilization in detail by assigned blocks. Recommends changes to department leadership for reallocation of underused intra-departmental blocks and surgeons needing more block time.
3. Reviews patient appointment wait lists, as requested or warranted, for possible surgery consults, in order by appointment date and recommends adjusted dates to an earlier time in coordination with requesting provider and associates. Reviews escalated appointments with physician referrals and emails from Central Scheduling to locate earlier appointment dates for urgent/emergent appointments.
4. Coordinates with secretaries and surgeons to expedite the scheduling of OR procedures within 24-48 hours. Partners with OR Managers and OR team coordinators regarding any potential equipment issues when adding additional cases to ensure proper equipment is available for the appointment.
5. Prints OR reports from previous day for calculation of case volume, case duration times and daily utilization of assigned blocks. Prints and reviews future OR reports looking for open time where additional OR cases can be moved up in time due to surgeon not using assigned block.
6. Works with OR Managers and OR Team Coordinators to coordinate the reshuffling of cases resulting in extra time to add to additional cases when possible.
7. Prepares utilization reports, regularly meets with department and/or each division to evaluate utilization targets and makes recommendations for change where necessary. Reviews reports with OR Director and Department Chair on a regular basis. Develops analysis and explanation of variances for target versus actual utilization performance.
8. Develops recommendations for improvements to the utilization process by meeting with OR Director and Chair. Presents recommendations to the OR Operations Committee for review and discussion. Serves as subject matter expert (SME) on the efficiencies and reporting process of the OR utilization system. Serves as liaison with surgery practices at UMass Memorial, private practices and/or Member Hospitals in Central Massachusetts as requested or warranted. Submits surgery scheduling information to the OR as requested and/or warranted.
9. Functions as a liaison with other UMass Memorial Health Care (UMMHC) departments including Operating Room, Central Scheduling, Information Systems and ambulatory clinics to ensure integration with institutional and department goals and objectives. Sites may include practices on the University, Memorial, Hahnemann and Marlboro campuses as well as community based private and Group physician practices. Participates in focus groups and/or committees as representative of the department, as assigned.
10. Reviews Surgical Authorizations documents to ensure completion of prior authorization of upcoming scheduled OR cases. Follows up with staff to ensure proper authorization is obtained. Tracks surrender time from surgeons, offer timely release notification to OR scheduling management. Assists secretaries with surgical prior authorization work process. Educates secretaries regarding new administrative processes and insurance updates.
11. Establishes systems for multi-site sharing of ideas, strategies and results.
12. Complies with established departmental policies, procedures, and objectives.
13. Attends variety of meetings, conferences, and seminars as required or directed.
14. Demonstrates use of quality improvement in daily operations.
15. Complies with all health and safety regulations and requirements.
16. Respects diverse views and approaches, and contributes in maintaining an environment of professionalism, tolerance, civility and acceptance toward all employees, patients and visitors.
17. Performs other similar and related duties as required or directed.
All responsibilities are essential job functions.

II. Position Qualifications:

License/Certification/Education:
Required:
1. Degree in Healthcare, Business Administration or equivalent work experience.

Preferred:
1. Bachelor's Degree in Healthcare, Business Administration.

Experience/Skills:
Required:
1. Minimum of five (5) years of relevant clinical scheduling experience in a hospital/healthcare delivery system.
2. Excellent organizational skills and ability to multi-task necessary.
3. Excellent interpersonal skills, including the ability to establish and maintain effective relationships with physicians, administration, and staff.
4. Excellent verbal and written communication skills.
5. Ability to use personal computers and select software applications.
6. Knowledge of customer service principles.

Preferred:
1. Minimum of three (3) years proven project management experience.

Unless certification, licensure or registration is required, an equivalent combination of education and experience which provides proficiency in the areas of responsibility listed in this description may be substituted for the above requirements.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

We're striving to make respect a part of everything we do at UMass Memorial Health - for our patients, our community and each other. Our six Standards of Respect are: Acknowledge, Listen, Communicate, Be Responsive, Be a Team Player and Be Kind. If you share these Standards of Respect, we hope you will join our team and help us make respect our standard for everyone, every day.

As an equal opportunity and affirmative action employer, UMass Memorial Health recognizes the power of a diverse community and encourages applications from individuals with varied experiences, perspectives and backgrounds. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, gender identity and expression, protected veteran status or other status protected by law.

If you are unable to submit an application because of incompatible assistive technology or a disability, please contact us at talentacquisition@umassmemorial.org. We will make every effort to respond to your request for disability assistance as soon as possible.