Complex Scheduler

Job Overview

Fairview is seeking a Complex Scheduler to support the Center for Lung Science team at M Health Fairview Clinics & Surgery Center. This is a full-time position working Monday through Friday from 8:30 AM to 5:00 PM, with no weekends or holidays required. Schedule may be adjusted to meet staffing needs.

About the Role

The Complex Scheduler serves as a key point of contact for patients, providers, and care team members, coordinating complex appointments and ensuring seamless care throughout the patient journey. The ideal candidate will have strong scheduling experience, exceptional organizational skills, and the ability to thrive in a fast-paced healthcare environment.

Responsibilities

• Pre & Post-Appointment Support
• Serves as a single point of contact for coordinating appointments, procedures/surgeries, labs, imaging, or treatments.
• Accurately navigates and translates complex service protocols, tools, standard work, and information to ensure appropriate services are delivered.
• Provides patients/caregivers with information and updates.
• Maintains awareness of multiple competing situations needing attention and prioritizes to assure patient needs are met, while maintaining a pleasant, friendly demeanor.
• Makes sure appointments, labs, imaging are prioritized and sequenced appropriately.
• Collaborates with patients, caregivers, providers, schedulers, and other care team members to ensure:
• Prioritize and sequence appointments, labs, imaging appropriately.
• Ensure patients have followed through on their labs, imaging, and appointments.
• Medically records results, office notes, etc., are received on time and available to the provider/care team.
• Completes prior authorization if needed.
• Communicates with customers (patients, caregivers, providers, care team members, outside health systems) in a professional and respectful manner.
• Delivers a consistently high level of service and goes above and beyond to assist customers.
• Provides patients with correct information related to their scheduled appointments, procedures, or tests, and in response to any associated questions they might have.
• Partners with customers to resolve questions, and concerns.
• Follows standard processes and workflows to ensure safety and reliability.
• Communicates information and updates to providers, employees, and departments as appropriate.
• Prepares schedules for providers.
• Prepares, manages, and updates the daily schedule/calendars for physicians who provide care (procedures, surgeries, clinic appointments) at different locations such as outreach clinics, hospitals, procedure centers.
• Apprise physicians of changes or updates related to their schedules.
• Epic in-basket and pool management.
• Reviews and responds to patient messages sent to the Epic in-box or through MyChart.
• Gathers and documents information to help facilitate communication between the patient/caregiver and care team.
• Ensures messages are addressed within standard timeframes and escalates issues that need prompt attention.
• Communicates information delegated by providers.
• Reviews chart to piece together important information for the patient and provider.

Qualifications

• 2 years experience, in a healthcare setting/practice.
• 1 year Completing scheduling and registration of appointments.
• 1 year Practicing good public relations, customer service, time management, prioritization, and patient communication skills.
• 1 year Proficient use of computer keyboarding and Microsoft office tools (Word, Excel, Outlook, Teams).

Preferred Qualifications

• Healthcare or business-related degree.
• 2 years experience working in a healthcare setting utilizing Epic Health Records.
• 1 year Telephonic customer experience.
• 1 year Templating schedules in Epic.
• 1 year Providing administrative medical support.
• 1 year Utilizing basic medical terminology.

Benefit Overview

Fairview offers a generous benefit package including but not limited to medical, dental, vision plans, life insurance, short-term and long-term disability insurance, PTO and Sick and Safe Time, tuition reimbursement, retirement, early access to earned wages, and more!

Compensation

An individual's pay rate within the posted range may be determined by various factors, including skills, knowledge, relevant education, experience, and market conditions. Additionally, our organization prioritizes pay equity and considers internal team equity when making any offer. Hiring at the maximum of the range is not typical. If your role is eligible for a sign-on bonus, the bonus program that is approved and in place at the time of offer, is what will be honored.

EEO Statement

EEO/Vet/Disabled: All qualified applicants will receive consideration without regard to any lawfully protected status.