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Healthcare Scheduling Coordinator
2 months ago
The Master Scheduler at SmileMD is pivotal in overseeing and enhancing the scheduling of clinical case days across various regions. This role is vital for the effective distribution of resources, optimizing the use of clinical teams, and ensuring seamless operations as we broaden our reach.
Benefits at SmileMD
SmileMD provides a comprehensive benefits package, including medical, dental, and vision insurance, long-term and short-term disability insurance, group life insurance, a 401(k) retirement plan, flexible time off, and paid holidays.
Key Responsibilities
To excel in this role, the individual must successfully fulfill each primary responsibility. Reasonable accommodations may be provided to enable individuals with disabilities to perform essential functions. Additional duties may be assigned as necessary.
Master Scheduling and Optimization:
- Design and sustain a detailed schedule for all clinical case days across multiple regions, ensuring optimal use of clinical teams.
- Leverage scheduling software and tools, including identifying AI opportunities, to predict demand and organize schedules, with the goal of increasing the current volume significantly.
- Establish and maintain a rolling schedule that covers a minimum of six weeks, ensuring all clinical roles and geographical areas are adequately staffed.
- Work in collaboration with Regional Clinical Operations Managers and Partner Success Managers to align schedules and resolve any conflicts or adjustments.
- Promptly communicate schedule modifications to clinical care teams, ensuring alignment with staff availability.
- Engage closely with dental office managers and surgery coordinators to facilitate smooth patient flow and staff scheduling.
- Anticipate hiring needs based on demand and collaborate with clinical operations to verify clinical staff availability.
- Schedule both W2 employees and 1099 contractors, ensuring sufficient coverage across all regions.
- Develop standby schedules and assist in identifying staff for unexpected absences.
- Examine scheduling data to uncover trends, staffing shortages, and optimization opportunities.
- Prepare and update staffing reports, addressing job vacancies and scheduling challenges.
- Deliver a professional and solution-focused experience for office partners and clinical teams.
- Assist with additional administrative tasks as necessary to enhance overall operational efficiency.
- Education: High school diploma or equivalent required; further education or training in office administration or a related field is advantageous.
- Experience: At least 5 years of experience in a healthcare scheduling role, preferably in a multi-site medical or dental environment. Familiarity with master scheduling and AI tools is highly desirable.
- Exceptional organizational skills with the capability to manage multiple tasks concurrently.
- Strong communication and interpersonal skills for effective collaboration with internal and external stakeholders.
- Proficient in utilizing scheduling software and general office equipment.
- Knowledge of healthcare terminology and procedures is beneficial.
- Able to thrive in a fast-paced environment and manage stressful situations with composure.
- Demonstrated potential for growth into a leadership role within the scheduling department.
- Strong analytical skills for data evaluation and reporting.
