Scheduling Coordinator

Schedule Per diem coverage needed during office hours M‑Fri 8‑4:30 pm. Summary Under the direction of the Radiology and Practice Manager, the Imaging Scheduling Coordinator is responsible for complex schedules. This includes booking cases daily, facilitating cases onto the schedule within 48 hours of the day of the procedure. It also assists with building and maintaining the department schedule/block schedule as needed. Oversees the build of the staffing schedule utilizing current scheduling application. This role works collaboratively as a member of a multidisciplinary, interdepartmental team including Radiology, the Contact Center, Anesthesia, Intensivist, registration, etc. Responsibilities include ensuring adequate assignments of physicians in all procedural areas, by appropriate sub‑specialty, ensuring maximum efficiency of clinic schedules & procedural rooms. This position must be able to work collaboratively with physician leaders, directors, and managers to ensure physician coverage needs are met in each clinical area. This position requires strong computer and communication skills to support interactions with multiple disciplines throughout the radiology patient care model including patients, physicians, and staff in a variety of inter- and intradepartmental areas. Assumes additional responsibilities as necessary to support radiology procedural scheduling. Job Responsibilities Creates complex multidisciplinary physician schedules, adjusts schedules to meet the daily changes in clinical needs of the hospital, diagnostic labs, or practice schedule. Ensures that adequate physician coverage across all services is consistent and appropriately met. Manages, monitors, and troubleshoots the daily input to the schedule. Anticipates and troubleshoots potential problems and takes corrective actions. Assists in the reconciliation of the schedule and management of scheduling systems, including block schedule rules and other utilities. Daily oversight of radiology procedural schedules for practice/departments. Ensures the quality and accuracy of procedural cases scheduled. Uses approved processes and methodology for scheduling procedures in the appropriate rooms with needed resources. Communicates and coordinates with other practices/departments to facilitate multidisciplinary needs based on case requirements. Arranges for vendor participation as required. Utilizes integrated radiology systems. Responsible for add‑on cases, schedule changes, case changes and cancellations for radiologists. Successfully coordinates multiple resources as needed for a procedure. Coordinates coverage to maximize efficiency, physician skill set, and utilization of procedural suites. Disseminates schedules and changes to appropriate hospital departments, practices, and imaging sites across the service. Includes appropriate notification of key personnel for implementation into various databases (Centricity Business, Cerner, Surginet, Xper, Patient Keeper, Qgenda, etc.). Develops and coordinates a systematic approach to identify coverage needs far in advance, develops and communicates action plan with medical and administrative leaders, sustains appropriate physician coverage in all service line departments. Articulates and presents objective assessments of physician coverage need to managers to avoid adversely impacting service line operations. Supports efficient use of physician time by coordination with the manager to make office and procedural time most effective. Takes ownership and accountability for accomplishing work assignments. Serves as a teacher/leader/role model fostering a collaborative environment. Provides ongoing education and process improvement to providers and staff as relates to schedule management. Works closely with patients to coordinate their care; facilitates all patient care needs including the scheduling of interpreter services, special equipment, COVID testing, anesthesia, interventionalist, nursing, and observation beds. Utilizes computer programs such as CIS to facilitate and document patient correspondence for all cases. Will be available for patient questions regarding the coordination and scheduling of their care. Tactfully handles difficult situations with patients, visitors, and co‑workers. Works well and cooperatively with supervisors and those in leadership roles. Demonstrates good rapport and cooperative working relationships with peers, the various practices, with physicians, nurses, other BMC departments including outside medical and/or related personnel. Clerical duties including completing patient packets, such as printing rosters, collecting H & P, labs, prior imaging, etc. Performs duties in an independent manner with minimal direct supervision. Offers suggestions or positive changes in policies, procedures and forms. Recognizes and performs duties which are not directly assigned (keeping work areas neat, orderly and well stocked, etc.). May work as a backup for other positions in the department as needed. Willingly performs tasks beyond the scope of the position to meet the immediate needs of the practice/department. Required Work Experience 3 years customer service and computer skills. Preferred Work Experience 3 years Surgical Scheduling, Medical Terminology. Skills and Competencies Interpersonal skills, ability to work independently and in a team, analytical skills, self‑motivated. Team Player, Commitment, Flexibility, Problem‑solving, Communication, Service Excellence, Organizational Awareness, Learning, Personal Responsibility, Emotional Maturity. Medical terminology, telephone etiquette, and customer service skills. Education GED or HiSET (Required) Certifications — Compensation Note: The compensation range(s) in the table below represent the base salaries for all positions at a given grade across the health system. Typically, a new hire can expect a starting salary somewhere in the lower part of the range. Actual salaries may vary by position and will be determined based on the candidate’s relevant experience. No employee will be paid below the minimum of the range. Pay ranges are listed as hourly for non‑exempt employees and based on assumed full time commitment for exempt employees. Minimum - Midpoint - Maximum $25.26 - $29.03 - $34.33 Equal Employment Opportunity Employer Baystate Health is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, marital status, national origin, ancestry, age, genetic information, disability, or protected veteran status. #J-18808-Ljbffr