Auto req ID
109371BR
Duke Entity
MEDICAL CENTER
Job Code
2321 PROGRAM COORD
Job Description
Serve mission critical role as the “air traffic controller” for provider schedules and must think s strategically:

• Supports all providers despite location

• Manage provider schedules, prioritize work, and ensure that all our provider templates are a accurate

• Monitor provider schedules for a rolling 30-day period to ensure correctness of schedule l looking for cancellations or erroneous frozen slots, and/or to prevent gaps in schedules;

• Generate a scheduling inquiry to hub upon discovery of a scheduling error to ensure all  patients are scheduled with correct providers.

• Process service inquiries and ensure there is follow-up

• Approve temporary schedule change forms within 48 hours of request and ensure accuracy and completeness; ensure changes are reflected in MaestroCare;

• Submit permanent template changes

• Being the single point of contact for bump requests, questionnaire changes, subgroup  maintenance, scheduling errors

Collaborate with Division Leadership:

• Help enforce new protocols from division to access groups.

• Manages template change requests and directly negotiates appropriateness of changes with faculty members and Division leadership;  Manage provider templates (incl. ramp-up plan).

• Diagnoses and continuously improves scheduling inefficiencies while engaging necessary faculty,staff, and leadership; attend meetings, work groups, scheduling center bi-weekly staff me meetings, etc. as requested to improve teamwork and communication. Work closely, collaboratively, and in partnership with the Scheduling Hub, Front Desk, and Triage S Staff. Interaction with the Triage Staff in both Hematology and Rheumatology is a key component i in ensuring that patients are appropriately scheduled with our individual providers.

• Liaison between access center and division

• Co- manage wait-list.

• Scheduling appointments for urgent patients OR reassign patients in cases of provider e emergency/absence.

• Manage Fit in patients when “Sooner Appt Needed” as requested by provider or patient or  Hub Lead the implementation of access initiatives: Continuously develops, assesses, adapts, and c changes strategy to optimize appointment availability and provider schedules; communicate with  Front Desk/Triage Staff and/or APPs regarding order and work queue;

• Help with finding patient access (improve lead time)

• Monitor Late provider cancellations/bump requests volume and report to leadership

• Review access data/reports regularly. (lead time histogram, access dashboard, TDT)

• Mange the implementation of access initiatives (ie. eConsults)

• Ensure bumps are complete 30 day bumps Shadowing and Ongoing Training: Shadow Staff Assistants to learn more about the division, the pr providers, normal work flow, job assignments, etc.; spend two days a week for the first several we weeks at the scheduling center; meet the schedulers, listen to patient calls, see how the questionnaire works; meet with the clinical administrator or clinical chief to become the divisional  expert; Classes/Training: MaestroCare training – Cadence (scheduling and edit daily).

Division Specific Info: Master template file; room utilization; consult schedules and associated impact on providers schedules; clinic scheduling questionnaire.
Location
Durham
Requisition Number
401550593
Position Title
PROGRAM COORD
Shift
First/Day
Job Family Level
10
Full Time / Part Time
FULL TIME
Regular / Temporary
Regular
Department Name
Medicine - Hematology
Minimum Qualifications
Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.


Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.
Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.Education

Work requires analytical, communications and organizational skills generally acquired through completion of a bachelor's degree program.Experience

Work requires one year of experience in program administration or involving academic, instructional or counseling activities to acquire skills necessary to plan, coordinate and implement a variety of program activities and events. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE