Manager, Patient Scheduling

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The Department of Surgery has an exciting opportunity for a Manager, Patient Scheduling position. The incumbent manages subordinate staff to facilitate efficient scheduling and coordination of patient services. The incumbent oversees the management of all staff members, ensuring they are utilizing designated Protected Health Information (PHI) systems as necessary to perform their functions and adhering to PHI “minimum necessary” compliance standards at all times.

CORE JOB FUNCTIONS                                                                                           

• Manages daily operations of department’s scheduling functions.

• Works closely with department’s leadership to ensure scheduling policies and procedures are being followed for all locations.

• Works closely with hospital clinical departments/physicians to monitor service delivery.

• Oversees all scheduling application systems.

• Maintains QA processes including HIPAA compliance.

• Analyzes statistical call center data and service quality. 

• Works with scheduling Supervisors to resolve any issues.

• Plans, organizes, directs and evaluates all operational activities of the respective department.

• Ensures high levels of performance, achievement of goals and quality of results through subordinate Supervisors and staff.

• Monitors, evaluates and implements continuous improvement efforts related to operational productivity and patient/customer satisfaction.

• Works collaboratively with referral sources, both internal practices and external referral sources to ensure service needs are met.

• Oversees all integrative projects in regard to system upgrades, new locations and modalities.

• Assists in the development, implementation and maintenance of the annual operating budget, ensuring operations are managed within established guidelines.

• Manages scheduling application setup, including creation and updating of modalities, assignment of modalities to scheduling locations, and assignment of pending and follow up workflow.

• Establishes and continuously assesses the effectiveness of the internal controls within the unit and compliance with University policies and procedures. 

• Ensures employees are trained on controls within the function and on University policy and procedures.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

CORE QUALIFICATIONS                                                                                        

• Bachelor’s degree in relevant field

• Minimum 5 years of relevant experience

DEPARTMENT ADDENDUM

Department Specific Functions

The Manager, Patient Scheduling, oversees all surgical scheduling functions for the divisions of cardiac, thoracic, and vascular surgery. This role serves as the primary departmental resource for cardiac surgery scheduling while also providing oversight and support for thoracic and vascular scheduling needs. The manager works closely with surgeons, clinical staff, and hospital partners to ensure accurate case coordination, maximize operating room utilization, and maintain timely patient access. Additionally, the position develops and monitors scheduling workflows to ensure consistency and compliance with departmental and institutional s