Transplant Coordinator Central Schedule Days (8:00-4:30) - Detroit

This non-exempt role is an in person work format in Detroit, MI with the possibility of working 1 day a week remotely once fully trained.

GENERAL SUMMARY: 

This role will function as an “air traffic controller,” coordinating and ensuring physician, midlevel provider, scheduled equipment, and other scheduled clinical resource (i.e. all scheduled clinical resources) availability satisfies patient demand in a timely fashion. 

Under general supervision, assumes responsibility for proactively understanding, managing, and reporting on the inpatient and/or outpatient availability of all scheduled clinical resource time within a given clinical specialty, across all sites of practice. This will include acting as a centralized resource to facilitate patient access and scheduling for referring physicians, patients, and others. The responsibilities include acting as a centralized resource for the specialty across all sites of practice to ensure standardized and consistent scheduling practices, protocols, and procedures for all scheduled clinical resources. Responsibility also includes ensuring consistent master schedules for all scheduled clinic resources. The Central Schedule Coordinator will also track physician and midlevel provider time in clinic, time away, and requests for schedule closure or alteration. Preparing a variety of tracking reports will also be required. 

PRINCIPLE DUTIES AND RESPONSIBILITIES: 

• Act as a central resource for the entire specialty across all sites of inpatient and/or outpatient practice to ensure coordinated and standardized scheduling practices, policies, and procedures.
• Act as a central resource to manage, monitor, and track the physician FTE breakdown (i.e. inpatient vs. outpatient time, research, medical education, and others).
• Act as a central resource to facilitate referring physician and patient access when usual routes are not satisfactory to meet expectations or demand. 
• Act as a central resource to provide in-services to the Contact Center and RPO in addition to meeting regularly with each group to review issues and updates.
• Act as a central resource to proactively manage all scheduled clinical resource schedules, with special attention paid to the physician and midlevel providers, for the entire specialty across all sites of inpatient and/or outpatient practice. The goal is to ensure clinician staffing to meet demand at all sites. Clinical and administrative leadership should be alerted if there would be inadequate supply of clinician clinical time to meet existing or expected patient demand. Proactive resource allocation may be required to meet demand. 
• Act as a central resource to manage, monitor, and track physician and midlevel provider requests for time away (i.e. vacation, conference, CME, and others) and its anticipated impact on patient access. This will be performed per department or specialty policies and appropriate approvals will be required to authorize time away. This should be performed with an annual perspective with continuous updating.
• Act as a central resource to track and establish, where necessary, physician and midlevel provider clinical holiday coverage. This too should be performed with an annual perspective with continuous updating as appropriate. 
• Act as a central resource to manage and monitor physician and midlevel provider requests for clinical schedule closure or cancellation in accordance with established standards.
• Ensure all providers open and maintain a minimum clinic-scheduling horizon of “current plus three months.”
• Monitor clinic hours of operation and telephone access to ensure adherence to all applicable medical group, department, or specialty policies and access is maintained at least during normal business hours of 8:00 am to 5:00 pm Monday through Friday.
• Act as a central resource to ensure consistent physician and midlevel provider master schedule construction and maintenance.
• Act as a central resource to communicate relevant physician absences or special needs with operating rooms, surgical suites, or other facilities. (For example, if a surgeon is scheduled to be absent, the operating room should be notified with sufficient lead-time such that the surgeon’s allocated block time may be reallocated to another surgeon.)
• Act as a central resource to monitor and manage facility use by physicians and midlevel providers such that no facility is over or under-utilized due to inefficient clinical scheduling practices.
• Act as a central resource to review patient access metrics, dashboards, or other reports and share issues and learning with departmental leadership.
• Demonstrate competency to schedule patient clinic appointments, including obtaining necessary information to complete registration pre-checks and request prior authorizations.
• Prepares a variety of access reports for use by clinical and administrative leadership.