Manager of Medical Provider Scheduling

Position Summary

This position oversees all medical provider and resident scheduling, coordinates residency program operations, manages educational rotations, and ensures efficient patient access through strategic schedule management. The role combines scheduling expertise with residency program coordination and staff supervision.

Program Specific Essential Duties and Responsibilities

• Medical Scheduling:

  • Schedule, plan, monitor all daily schedules of medical providers, residents, consulting providers, and medical students
  • Create, amend and maintain scheduling templates for medical providers
  • Receive on call and rounding schedules from UMass after each call meeting and ensure that all shifts are reflected in Epic with faculty appropriately blocked
  • Assist the Assistant Director of Practice Management, Scheduling Manager, Patient Services with resolving emergency scheduling conflicts and emergency coverage issues (provider illness, unexpected leave)
  • Advise all applicable departments and agencies of all scheduling revisions
  • Optimize schedules to maximize patient access and ensure equitable session distribution
  • Coordinate schedule changes with Family Health Center Clinical Coordinator, Family Health Center Assistant Director of Practice Management, Family Health Center Medical Director, Family Health Center UMass Residency Director, UMass Residency Program Administrator
  • Orients new providers to health center scheduling procedures
  • Maintain ongoing communications with providers, affiliated agencies in the development of schedules adhering to strict scheduling deadlines
  • Create block calendars in Epic
  • Schedule provider meetings and training
  • Ensure proper distribution of session assignments on the medical teams

• Residency Program Coordination:

  • Receive and coordinate resident schedules in compliance with UMass Family Medicine Residency program rotation guidelines and requirements, including adjusting resident templates throughout the course of the academic year
  • Cook with Medical Residents and Education Director to ensure that residents have adequate distribution of specialty sessions within their health center templates
  • Cook with Medical Residents and Education Director to ensure that residents are scheduled for appropriate Faculty shadow sessions when indicated
  • Communicate with operations, preceptors, and other scheduling team members regarding changes to resident schedules
  • Coordinate logistics surrounding resident recruitment and selection
  • Manage medical student schedules
  • Work with Education Director to coordinate teaching objectives, materials, and evaluation methods
  • Serve as liaison with UMass Medical School and affiliated agencies on residency matters
  • Develop and organize orientation materials and events for preceptors, residents, and students
  • Cook with Education Director and precepting Faculty members to coordinate and communicate preceptor schedules, preceptor coverage, and outside preceptor schedules
  • Schedule Advisor meetings, social service shadows, interviews and tours
  • Act as a liaison in creating schedules according to UMass/Memorial residency guidelines, meeting regularly with UMass Family Medicine Residency Program Coordinator to ensure schedule optimization from the health center perspective
  • Plan schedules for shadow sessions for rotating medical students (~40 per year) during their five-week rotations at the health center.
  • Work with IT to submit requests for medical student EMR access

• Family Nurse Practitioner Residency Duties:

  • Coordinate health center schedules for nurse practitioner residents, including health center sessions, shadow sessions, specialty sessions, mentor sessions, and all monthly and quarterly and ad-hoc meetings as required of all full-time clinical employees
  • Ensure adequate precepting coverage for family nurse practitioner residents throughout the week
  • Periodically updates resident schedules throughout the year adding in clinical visits according to the provided ramp up schedule. This schedule can change erratically throughout the Academic Year and requires individualization of the schedule
  • Work off multiple vacation request schedules from up to 10 staff to ensure adequate and non-duplicative precepting coverage for the residents and preceptors to ensure appropriate learning for the residents
  • Coordinate with Family Nurse Practitioner Residency Director, Associate Residency Director, any unscheduled call outs of preceptors to ensure adequate precepting coverage
  • Adjust schedules for ad-hoc meetings such as interviews, tours, and offsite information sessions for the residency

• Administrative Duties:

  • Enter and maintain all data for all provider scheduling needs within Epic EMR
  • Generate and distribute schedule changes and requests, reports, and documentation
  • Process schedule changes and special requests promptly
  • Create block calendars and schedule provider meetings/training
  • Track and file all scheduling documentation
  • Promptly handle email correspondences with requests, questions, concerns
  • Respond to voicemails and provider calls in a timely manner
  • Provide ongoing updates to medical schedules, ensuring access to patients whenever possible. Assist with the development and train on the medial scheduling protocols and policies
  • Plans, coordinates, and documents the orientation and detailed training for all new providers
  • Communicate with Director of Patient Services, Patient Services Department about schedule changes and the need for rescheduling patients in a timely manner
  • May assist with performance improvement projects and/or incident report follow up
  • Enter rounding and L+D call shifts for providers who do this work to ensure they are appropriately compensated
  • Types correspondence, copies, and distributes materials, faxes as needed
  • Follow up and respond to voicemails, emails, teams chat
  • Track and file all necessary scheduling paperwork electronically
  • Generate and distributes forms, reports, special requests, drafts, etc.
  • Performs other duties as assigned

Qualifications and Education Requirements

• One of the following combinations of education and employment experience must be met in order to be considered for the position:

  • Bachelor’s Degree preferred
  • Specialized logistics or business training required in addition to high school diploma or GED
  • Experience in a logistics or administrative position required
  • Knowledge of residency programs and resident placement strongly preferred
  • Must possess strong organizational skills and prioritize/manage multiple tasks
  • Proven skill with developing and implementing procedures

• Reporting Relationship:

  Assistant Director of Practice Management

• EEO