Physician Scheduling Clerk
- Ensures the consistent and efficient operation of the medical office schedules, hospital call rotation, and special procedure and/or operating room assignments for primary care departments (Family Proactive, Pediatrics, OB/GYN, Internal Medicine, Allergy and dermatology) at 10+ locations throughout the service area.
- Coordinates the departmental physician and physician-extender schedules.
- Initiates and prepares and implements the monthly provider schedules for various departments.
- Enters data into the regional CARE System program.
- Distributes the provider master schedules to providers, medical office administration and ancillary support services (i.e. Surgery Scheduling) in a timely manner.
- Coordinates all departmental master schedule changes.
- Solely responsible for ensuring accurate, complete and timely schedules, subject to the approval of the Module Coordinators and/or Chiefs of Service.
- Bi-monthly, will compute all worked hours and non-worked physician hours (AT/ET).
- Responsible for compiling each physicians bi-monthly payroll.
- Completes a Regional Positive Time Report for each physician.
- Data input of vital physician payroll data into the Regional Physician Pay roll System.
- Administrative Duties: Coordinates physician and physician -extenders monthly medical office schedule, hospital call rotation, special procedure and/or operating room assignments that meets both the patient and provider access needs.
- Makes appropriate schedule changes for medical office, hospital call rotation, special procedure and/or operating room, keeping appointment levels at their optimum.
- Develops a check and balance system to ensure schedule changes are made correctly and that those departments affected by these changes are notified immediately.
- Monitors and follows up with all schedule changes assigned to appointment personnel.
- Maintains and balances an equitable call schedule within the department.
- Prepares and maintains holiday call schedules for physicians, making all calls equitable in rotation.
- Adheres to area and departmental Policies and Procedures and still keep all aspects of the schedules functioning smoothly.
- Coordinates and develops, along with the chief of each department, provider master schedules 3 months prior to activating those schedules in Regional CARE system.
- Ensures that the Physician Scheduling Policy and Procedures are followed when developing and maintaining provider profiles.
- Confirms physician time against master Schedules and actual CARE appointments schedules.
- Accurately records all physician payroll information on the Regional Positive Time Reports.
- Accurately reports all direct and indirect physician hours via the regional payroll system.
- Independently prepares and maintains physician and physician-extender medical office schedules, hospital call rotation, and special procedure and/or operating room assignments for multiple providers; distributes schedules according to established procedures.
- Implements and expedites all physician and physician-extenders schedule changes and coordinates absences such as VL, SL, and/or requests for time off, to ensure adequate coverage for all medical areas.
- Follows up with appointment personnel to ensure that all schedule changes were completed in a timely and accurate manner.
- Notifies appropriate medical office and hospital personnel when schedule changes occur.
- Enters and/or oversees the entry of provider master schedules into Regional CARE System and updates data as required by Physician Scheduling and Procedures.
- Ensures that physicians and physician-extenders arrange for their own medical office and hospital call coverage in the event of their absence, according to the departmental policies and procedures.
- Develops physician and physician-extender profiles (schedules) for new providers following departmental policies and procedures as established by the Chief of Service.
- Computes physician worked on non-worked hours onto Positive Time Reports according to established policy and procedures.
- Prepares and distributes physicians copy of Positive Time Reports bi-monthly.
- Monitors and controls physician overtime; obtains appropriate authorizations for call backs; ensure providers appropriate use of indirect not-worked time and indirect worked time.
- Enters physician payroll information into the Regional Payroll System.
- Reviews and maintains personal data listings of per diems physician to ensure accuracy of telephone numbers and addresses.
- Conducts orientation with new providers, to acquaint him/her with Physician Scheduling role and responsibilities.
- Establishes and maintains appropriate department files and records.
- Will ensure accuracy and confidentiality of all records.
- Collects, prepares and distributes statistical data as required.
- Composes and types interoffice memorandums, as required.
- Perform other duties as required.
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