Scheduler, Ambulatory - Back Office (Clackamas) (
Job Number: 536957 )
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Description
Act as the primary source of information and support to Administration in the management of clinical resources to meet member demand through the design, coordination and maintenance of schedules for departments, services and clinicians; by assisting with the development of and compliance with the scheduling policies and procedures to meet patient care needs considering varying provider schedules, deadlines, timelines and contractual agreements through the provision of first-line problem solving for clinical scheduling issues, which includes research and investigation, interpretation and resolution. Responsible for working in collaboration with Provider Scheduler, and Access Coordinators for the quality control of medical office schedules and for the provision of data and project support for Medical Office Administration and Access Teams.
Essential Functions:
Staffing needs of the outpatient medical offices are met by coordinating and assigning available resources according to matrix, census and special needs and through the creation and maintaining of department schedules.
Works to enhance and define the staffing function to provide continuity of care, accuracy, and efficiency. Works with analyst to determines needs and allocates staff to achieve cost-effective staffing outcomes in collaboration with Ambulatory Provider Scheduling and Access Coordinator Team, as well as Medical Office Administration. Maintains all staff availability, qualifications-skill sets, to appropriately provide staffing coverage according to contractual language. Works with Medical Office Administration and Access Coordinator Team to accommodate multiple staffing demands and to effectively prioritize staffing needs and problem resolution. Demonstrates effective interpersonal strategies and service-oriented behaviors with others to achieve desirable outcomes. Documents all daily staff changes in databases of record, including reports for continuity, workflow, and communications electronically. Prepare and participate in staffing in-services.
Creates, builds and maintains all Ambulatory staff schedules. Design overall schedules to meet established criteria and standards for member access, which includes the distribution of resources across the week, the arrangement of staff throughout the day. Create and build schedules for staff in multiple departments and services within the medical office. Reviews, processes and approves or denies employee scheduling requests: time off requests, trades and exceptions to schedules within Union contract guidelines. Review and coordinate preliminary and final schedules with Access Coordinator and other Administrators as appropriate. Coordinate training schedules for staff as directed. Orient and familiarize employees with medical office/ department scheduling procedures. Provide on-going training advice to other scheduling staff. Perform other duties as requested.
In a combined effort, represents the staffing office to HR by communicating with HR recruiter regarding any action necessary to process job requirements. Interpret and educate staff related to staffing and scheduling in relation to their union contract. Track attendance calendars and prepares reports as requested, including assisting with special project requests. Provide research and documentation for Access Coordinator and Administration – budget/financial inquiries, grievances and/or arbitration and issue resolution. Process and track education days of payment of education leave hours. Serves as liaison for Sedgwick claims for industrial claim payment/scheduling information.
Processing of payroll issues and timecards in TIME TALX including: input, calculation, of Ambulatory staff timecards. Ability to interpret contract language surrounding pay practices and Kaiser Contract incentives and to advice and problem solve with management and employees regarding payroll issues. Ability to track payroll practices and trends. Provide correct distribution of labor costs to department and correct pay levels to individuals through accurate coding of timecards. Responsibility for recharging inpatient and outpatient hours to adequately reflect different rate structures. Process salary advances. Resource for TIME TALX program acting as super-users for Kaiser Staff with in-services and training.
Reporting and Auditing: Performs up-to-date timecard audits in the TIME TALX system and scheduling database as well as responsibility for sending on non-productive hours through interface with Human Resources/Payroll. Analyzes actual staffing data and TIME TALX information for audit purposes. Responsible for documenting audit results, initiating recapture of funds and substantiating results with staff and managers. Tracks all types of leave.
Data/Systems Management: Data is entered and processed in multiple software applications to meet employee information needs and assure accurate documentation and coding. Maintains accurate review and updates in scheduling database and TIME TALX system. Produces weekly schedules and reports in a timely fashion in collaboration with Access Coordinator, and Administration, according to contractual language. Completes all required Regional availability booking, tracking, and evaluation processes for Access Coordinator. Acts as a resource to Access Coordinator and others to meet a variety of informational needs.
OFN/Local 49 seniority tracking/maintain position control to track budgeted and vacant positions.
Cooperation, Adaptability, Flexibility, Communication, Dependability, Supportive of Team Goals: Work collaboratively with Provider Schedulers, Access Coordinators and Medical Office Administration. Demonstrate flexibility and adaptability in response to unexpected changes and requests related to workload, emergencies, staffing and scheduling. Fulfills work schedule and project commitments. Assists in coverage for peers to attend meetings/in-services and other commitments and absences.
Effective Use of Time, Supplies, Safe and Attentive Work Practices: Identifies and implements cost saving measures in collaboration with the Access Manager. Promotes cost effectiveness through the proper use and conservation of supplies and equipment. Maintains a clean, safe and orderly work area. Assesses physical and electronic environment and reports needed repairs and potential hazards to the appropriate department.
Qualifications
Basic Qualifications:
Experience
• Minimum two (2) years of complex staffing or patient scheduling experience and demonstrated customer focused service skills. • Minimum one (1) year of payroll/timecard experience.
Education
• Associates degree OR a minimum three (3) years of experience within Kaiser Permanente.
License, Certification, Registration
• N/A
Additional Requirements:
• Excellent knowledge of scheduling, staffing principles based on FTE’s, department needs and seasonal access demands. • Demonstrated strength with mathematical skills and ability to pass KP critical thinking/math test. • Ability to use complex software applications such as: Microsoft Office, Excel, medical software and other electronic systems. • Proven ability to analyze complex problems, negotiate, problem solve and collaborate with others. • Demonstrates flexibility in response to unexpected changes in work volume, work assignments and scheduling. • Ability to prioritize and manage multiple tasks and conflicting demands for service simultaneously while meeting deadlines. • Make and communicate decisions and take action in high-pressure situation with tact, diplomacy and respect. • Takes responsibility and shows initiative in dealing with interpersonal conflict resolution. • Detail-oriented with excellent time management and organizational skills. • Excellent listening, oral, and written communication skills including telephone and email correspondence with leadership and medical staff. • Ability to work with minimal supervision. • Ability to read, understand and apply contract language to scheduling and pay practices.
Preferred Qualifications:
• One (1) plus years of experience with complex scheduling activities and medical terminology AND two (2) plus years of clerical experience which includes knowledge of business machines and filing systems.
• Working knowledge of Kaiser Permanente. Knowledge of how Outpatient Clinic staff schedules are developed based on department, payroll procedures and contractual scheduling practices, excellent math skills. Knowledge of Human Resources practices. • Thorough knowledge word processing, database management and computers including Excel, Word, and Lotus Notes.
• Typing, 10 key, design spreadsheets, run pre-established reports, familiar with Kaiser Union contracts and their application/interpretation to staffing/scheduling.
Primary Location : Oregon-Clackamas-Regional Process Center 10220 SE Sunnyside Rd.
Scheduled Hours (1-40) : 20
Shift : Variable
Working Days : variable
Working Hours Start : variable
Working Hours End : variable
Schedule : Part-time
Job Type : Standard
Employee Status : Regular
Employee Group (Union Affiliation) : SEIU - Local 49
Job Level : Entry Level
Job : Administration, Clerical and Support Services
Public Department Name : Access Management
Travel : Yes, 5 % of the Time
Job Eligible for Benefits : Yes
External hires must pass a background check/drug screen. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with Federal, state and local laws, including but not limited to the San Francisco Fair Chance Ordinance. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, protected veteran, or disability status.
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