Medical Office Coordinator (Dynamic Scheduler) - Oncology Service Line
: Job Details :

Medical Office Coordinator (Dynamic Scheduler) - Oncology Service LineHiring Department: Oncology ServicesLocation: Chicago, IL USARequisition ID: 1028509FTE: 1Work Schedule: 37.5hr/weekShift: Days# of Positions: 2Workplace Type: On-Site Posting Close Date: 12/15/2024Salary Range (commensurate with experience): $31.80 - 33.09 / Hourly WageAbout the University of Illinois Hospital & Health Sciences System (UI Health)The University of Illinois Hospital & Health Sciences System (UI Health) provides comprehensive care, education, and research to the people of Illinois and beyond. A part of the University of Illinois Chicago (UIC), UI Health comprises a clinical enterprise that includes a Joint Commission-accredited tertiary care hospital and outpatient clinics, and the Mile Square Health Center network of federally qualified health centers. It also includes the seven UIC health science colleges: the College of Applied Health Sciences; the College of Dentistry; the School of Public Health; the Jane Addams College of Social Work; and the Colleges of Medicine, Pharmacy, and Nursing, including regional campuses in Peoria, Quad Cities, Rockford, Springfield, and Urbana. UI Health is dedicated to the pursuit of health equity. Learn more: Benefits eligible positions include a comprehensive benefits package which offers: Health, Dental, Vision, Life, Disability & AD&D insurance; a defined benefit pension plan; paid leaves such as Vacation, Holiday and Sick; tuition waivers for employees and dependents. Click for a complete list of Employee Benefits.Position SummaryProactively maintains and manages provider clinic schedules to ensure quality patient care, customer service, optimized utilization of clinical resources, and efficient centralized and decentralized scheduling workflows. Establishes and maintains partnership with Customer Care Center management team and Scheduling System Consultant sharing responsibility for appointment access in the clinic and provider schedules aligned with agreed-upon availability and service standards; and ultimately, accepts joint ownership for the success of the team.Duties & Responsibilities1. Schedule Management

Completes daily reviews of provider schedules to proactively manage scheduling errors and make schedule changes to maximize utilization. Handles same-day patient appointment needs and facilitates patient requests for sooner appointments. Ensure relevant patient records are available for the initial patient visit.

Manages same-day cancellation messages and works Wait List(s) to minimize gaps in schedules, maximize productivity, and oversees rescheduling of bumped appointments or appointments resulting from template build changes by assisting with or delegating to clinic staff the rescheduling of clinic canceled appointments.

Under the guidance of the Clinic Director, Clinic Medical Director, or designee performs temporary scheduling template maintenance including adding, blocking, and/or removing appointment slots and clinic sessions. Coordinates permanent template changes and log permanent template change requests and validates new template builds.2. Point Person for Customer Care Center Management Team

Serves as the first point of contact for the Customer Care Center management team to investigate and implement solutions to patient access issues, escalating to the Assistant Clinic Director, Clinic Director, Clinic Medical Director, or clinician as needed.

Acts as subject matter expert for clinic/department scheduling protocols and shares knowledge with and provides training to the Customer Care Center management team.3. Networking

Develops relationships with Customer Care Center management team, clinic/department staff and scheduling system and template build/ maintenance resource(s) and functions as liaison between clinic and Customer Care Center.

Works in partnership with other Dynamic Schedulers and Customer Care Center management team to share knowledge and best practices.

Identifies opportunities and, working with clinic and departmental leadership, helps implement changes to schedules and provider availability to ensure maximum resource availability matches patient demand by attending mandatory Dynamic Scheduler forums/meetings.4. Ongoing Training/Quality

Ensures scheduling build and appointment scheduling protocols remain up to date with all clinic/department changes.

Demonstrates a commitment to quality improvement and excellence through critical evaluation of data and metrics and implementation of continuous quality improvement efforts that lead to effective quality-based outcomes.

Collaborates with Customer Care Center management team to resolve repeated work and customer service quality issues by participating in strategic discussions regarding improvement initiatives.5. Perform other related duties and participate in special projects as assigned.

Minimum Qualifications

Any one or any combination totaling five (5) years (60 months), from the categories below

College education with course work in a business medical field such as nursing assistant, medical assistant, or medical secretary and/or business fields such as business, finance, public administration, or social science, as measured by the following conversion table or its proportional equivalent:

• 30 semester hours equals one (1) year (12 months)
• Associate's Degree (60 semester hours) equals eighteen months (18 months)
• 90 semester hours equals two (2) years (24 months)
• Bachelor's Degree (120 semester hours) equals three (3) years (36 months)

Work experience or ancillary service experience comparable to the Medical Office Specialist level or other positions of comparable responsibility.

Preferred Qualifications

• Demonstrated experience with outpatient scheduling in conjunction with orders, urgency of care and patient registration protocols
• Knowledge of registration, billing and pre-certification process
• Excellent communication skills, both written and verbal.
• Ability to maintain confidentiality
• Knowledge of customer service protocols, including complaint management and customer satisfaction techniques
• Knowledge of standard office policies and procedures
• Ability to prioritize work processes and functions to meet established deadlines
• Basic knowledge of interdepartmental relationships and established chains of command for problem resolution
• Basic knowledge of quality improvement concepts
• Knowledge of electronic medical record systems
• Ability to work effectively and pleasantly with patients, physicians, nurses, administrative, and support staff.
• Knowledge of Ambulatory Service Standards & Service Recovery Model

To Apply: For fullest consideration click on the Apply Now button, please fully complete all sections of the onlineapplication including adding your full work history with specific details of your duties & responsibilities for each position held. Fully complete the education, licensure, certification and language sections. You may upload a resume, cover letter, certifications, licensures, transcripts and diplomas within the application.Please note that once you have submitted your application you will not be able to make any changes. In order to revise your application you must withdraw and reapply. You will not be able to reapply after the posting close date. Please ensure the application is fully completed and all supporting documents have been uploaded before the posting close date. Illinois Residency is required within 180 days of employment.The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.The university provides accommodations to applicants and employees. Request an Accommodation