Scheduling Coordinator (skillfully manage provider schedules)

Scheduling Coordinator

This position is fully in-person. No remote. No hybrid. Please consider before applying.

IEP values work-life balance. We offer an extensive benefit package including high deductible, HSA-eligible health plans. We offer an average of 7-8 paid company holidays each year. Additionally, we provide paid vacation time, profit-sharing (must achieve milestones to be eligible), a new company-issued laptop, a personal workspace with communal amenities, consideration for a possible annual bonus starting in the first year of hire (bonus not guaranteed), and more!

We are Independent Emergency Physicians, or IEP, a local, physician-owned multi-specialty practice group that is deeply ingrained in the community. With a commitment to excellence in patient care and a dedication to fostering strong connections with our employees, communities, and partners, we pride ourselves on delivering high-quality healthcare services across multiple specialties and in multiple settings.

Position Summary

The Scheduling Coordinator is responsible, at the direction of the Scheduling Manager, for developing and maintaining the monthly work schedules of Physicians and Advanced Practice Practitioner (PA/NP) schedules across multiple Emergency Departments and Urgent Care Centers.

The ideal candidate is comfortable working with Physicians, Advanced Practice Providers and other Medical Professionals; has an attitude of people-first service recognizing that we take care of our providers who deliver 24/7 medical care to the communities we serve; and is comfortable working as a member of a small corporate office team.

Responsibilities/Essential Functions

• Utilizes ShiftAdmin (scheduling) software to manage providers' monthly availability and compose schedules in a timely and accurate manner.
• Respond to scheduling requests and work to resolve them in a timely and professional manner. Be comfortable confidently upholding scheduling policies and speaking with providers about their schedules/scheduling requests
• Identify complicating factors that create scheduling issues and proactively develop resolutions for these issues.
• Responsible for running data analytics and reports on key schedule metrics.
• Maintains compliance with scheduling policy, proper recording of hours worked and analysis/tracking of annual hourly requirements on a month by month basis.
• Responds to emergent call-ins using appropriate channels and working with site leads when necessary.
• Participates as a team member demonstrated by utilizing proper chain of command and communicating effectively with providers and co-workers.
• Occasionally assisting with answering incoming calls and routing calls as appropriate or relaying messages to the appropriate party. Responsible for handling and/or completing appropriate messages or phone calls.

Daily Workflow and Responsibility

Communication and Core Compliance (40%)

• Review and respond to emails from clinical providers regarding schedule changes, questions, holiday trades, future planning, etc.
• Uphold scheduling policies and correspond with Scheduling Manager and Program Managers when exceptions are requested
• Monitor credentialing timelines with Credentialing Specialist to ensure providers start on time, voice concerns when providers are off track so credentialing can get back on track
• Monitor and Deploy routine and emergency outreach to secure coverage for open shifts, communicate with leadership to develop call coverage plans.

Algorithmic Schedule Optimization (30%)

• Configure Scheduling algorithm, modifying advanced schedule settings for clinical groups and individuals
• Adjust provider rule matrices to balance provider preferences with necessary facility coverage
• Complete Schedule Audits on schedules generated by the algorithm to ensure schedules subscribe to rules

Data Analytics and Metric Tracking (30%)

• Monitor tracking spreadsheets in Excel and Google Sheets to analyze worked hours, weekend assignments, etc.
• Calculate prorated contractual obligations to ensure all active clinicians meet their minimum contractual agreements.
• Analyze weekend distribution data to verify fair shift allocation

Participate in cross-functional meetings to align team operations, credentialing updates, and key business priorities. (10%)

Qualifications:

Education

• High School Equivalent / GED required
• Bachelor's Degree strongly preferred

Knowledge, Skills, & Abilities

• Experience with provider scheduling is required.
• Experience with data management and analytics is required.
• Proficiency with PC, Google Workspace (formerly G-Suite) and Microsoft Office is required.
• Microsoft Excel proficiency required - including VLOOKUP and pivot tables - and basic R or Python experience is preferred
• ShiftAdmin experience preferred
• Clinical experience (i.e., Medical Assistant, CNA, or provider) and/or knowledge of medical credentialing is preferred but not required
• Must have the ability to communicate with emotional intelligence, diplomacy, and professionalism.
• Must possess professional assertiveness required to confidently enforce scheduling policies and ensure the fair treatment of all providers
• Must have discretion and confidentiality when handling sensitive provider data or personal time-off reasons.
• Must enjoy problem solving and have a commitment to removing roadblocks effectively and in a timely manner.
• Must have high attention to detail
• Must be adaptable and be comfortable working in a fast-paced environment and rapidly changing priorities.
• Must have the ability to multitask and manage deadlines and must be organized.
• Must be able to work both independently and in a team environment.

Required For All Positions

• Complies with company policies and standards.
• Abides by all requirements to safely and securely maintain Protected Health Information (PHI).

Benefits:

• $48k - $53k (DOQ)
• Excellent benefit package

About Us

IEP was founded with the purpose of taking care of the patient by taking care of the provider. Since 1997, we've been meeting the healthcare needs of our communities first by providing emergency medicine care, then expanding into hospital medicine, observation medicine, urgent care medicine, and post-acute care services. We are a provider-focused organization, as 95% of our employees provide direct patient care in multiple locations throughout SE and Mid Michigan. We live by our values of Compassion, Integrity, Commitment, Professional Excellence, Service Excellence, and Clinical Excellence.

IEP: Emergency Medicine, Hospital Medicine & Urgent Care