Scheduling Systems Coordinator
Job Title: Scheduling Systems Coordinator
Location: Augusta University
Full/Part Time: Full-Time
Job ID: 217989
- Ability to maintain confidentiality
- Database experience with scheduling packages for ambulatory care
- Excellent interpersonal, verbal, and written communication skills
- Proficient in Microsoft Office and other computer software/databases
- Previous experience in an academic healthcare setting
- Three or more years' experience as a Scheduling Coordinator
- Effective utilization of IDX and QGenda scheduling system; Coordinate planning and implementation of the system into the clinical setting; Update schedule parameters, enter security levels, and provide guidance to all users on the operation of IDX and QGenda; Develop and maintain all templates and input schedules for faculty, fellows, resident, midwives, nurse practitioners and physician assistants; Coordinate and supervise the clinical, academic, and research schedules; Schedule management for faculty teaching in required courses in School of Medicine; Train and supervise support employees; Problem resolution; Track clinical volume on a daily basis; Calculating faculty distribution of clinical effort.
- Work with appropriate personnel (faculty, fellows, residents, midwives, physician assistants, nurse practitioners and staff) to establish and revise schedule parameters for all Women's Health Practice Sites.
- Create schedules to accommodate all clinical venues, which includes the Women's Health locations at the AU Office Building, West Wheeler, RMIA, Equality Clinic, Grovetown and Hillcreek and On-Call schedule for all venues. Build resident schedules to accommodate rotation requirements as well as accreditation requirements.
- Maintain daily maintenance of the schedule to manage unavoidable scheduling changes as well as inputting faculty and resident patient scheduling templates into IDX and QGenda for Women's Health Clinics and Centralized Call Center to schedule and reschedule patients. Maintain database and track all schedule changes and the reason for the changes. Publish reports that reflect no-show percentage rates and ensure distribution to appropriate personnel. Call bumped patients from IDX when emergencies arise with faculty and/or residents and reschedule the patients by using the front desk or centralized call center.
- Enter new and/or updated schedule changes into IDX and QGenda for twenty residents and six fellows - complete residents; electives, annual leave request, off campus/on campus conferences, meetings and residents' rotation schedules.
- Twenty faculty - compile faculty request for annual leave, off campus/on campus conferences, meetings, teaching assignments, and other clinic schedule obligations.
- Responsible for notifying all providers and staff members of schedule changes with updated reports and emails distributed to clinics, centralized call center, faculty, faculty, fellows, residents, and staff.
- Develop and implement training programs for the clinic and service support staff on the use of the scheduling systems which includes twenty faculty, twenty residents, six fellows, and eight administrative support employees. This includes providing training for QGenda and resident orientation to all interns each year in July.
- Project OBGYN volume against ambulatory administrative volumes on a daily and monthly basis. Report no-show data for all OGBYN providers. Utilize schedule systems and other data to produce faculty and resident productivity report for all clinical and educational venues.
- Perform other related duties incidental to work described herein such as compiling reports which compare actual faculty and resident workload to performance requirements to ensure master schedules allow faculty and residents the opportunity to meet the objectives outlined, as well as, assuring the availability of appropriate clinic venues for residency accreditation and patient access.
- Provide support long range scheduling for faculty and residents to accommodate the following: Patient satisfaction in clinical appointment scheduling within the Women's Health Clinics and Centralized Call Center; Unavoidable scheduling changes at a time where faculty manpower resources have been reduced while patient demand had increased.
- Work with Chair and Administrator to calculate Clinical (CFTE) Distribution of Effort for all faculty.
- Perform all other duties as assigned.