Job description

Under the direction of the Director of Clinical Health Services, the Template Optimization Specialist provides clerical and communication support to the Medical and Behavioral Health clinical staff. The Specialist creates and actively manages provider schedules for multiple departments, schedules appointments, facilitates patient flow in the wait area, works closely with clinical staff to identify patients that need to be seen sooner, informs patients of wait times, takes and transmits messages, organizes and maintains clerical inventory and is responsible for the appearance and organization of the reception desk. The Unit Coordinator/Template Optimization Specialist is also responsible for coordinating day-to-day operations of the Front Desk, ensuring timely throughput for scheduled and walk-in patients and takes responsibility for “Great” Patient Experience.

RESPONSIBILITIES

50% Template/Provider Schedule Management

· Coordinate with Medical Director and Director of Clinical Services the creation and management of all template schedules for multiple departments and providers

· Ensure adjustments to provider schedules/templates are accurate and completed timely

· Regular review of all schedules to ensure appropriate slot utilization

· Book appointments in accordance with the clinic’s appointment types, processes and guidelines while incorporating the Patient Centered Medical Home model.

· Create and distribute weekly department schedules

· Coordinate provider panel changes under the direction of the Medical Director

50% Clerical Assistance

• Demonstrate Service Excellence with every patient interaction.
• Act as an administrative assistant for all clinic needs.
• Coordinate Patient Flow with Front Desk staff.
• Work closely with providers, nurses, and medical assistants throughout the day to provide timely updates on patients waiting to be seen for scheduled appointments.
• Prepare appropriate screening forms and paperwork for patients upon check-in and check-out of the department
• Work closely with providers throughout the day to provide follow-up for patients regarding appointments, prescriptions, forms, and/or test results.
• Manage multiple phone lines efficiently and respond appropriately to incoming phone calls; provide information/assistance, and appropriately document communication/messages
• Send and organize received faxes for patients and providers as needed.

SUMMARY OF QUALIFICATIONS AND REQUIREMENTS

· A commitment to MCHC's mission and values.

· 3-5 years directly related work experience required.

· Demonstrated experience effectively managing provider schedules/templates is required.

. Epic template management strongly preferred

· Strong organizational skills in a deadline driven environment; ability to organize time and priorities effectively, asking for direction when appropriate.

· Exceptional ability to prioritize multiple tasks and projects to meet team objectives and deadlines.

· Self-directed and displays good judgment; proactively identify issues and work with the appropriate person to resolve

· Ability to establish and cultivate constructive relationships; effective at participating in team-building activities.

· Excellent interpersonal/communication and presentation skills.

· Judgment and discretion in interacting with providers and management on sensitive and confidential issues.

· Proficient in Microsoft Office (Word, Excel, Access, OneNote, PowerPoint).

· Demonstrated ability to work with people of different races, ethnicities, sexual and gender identities and expressions, ages, abilities, and experiences.

Job Type: Full-time

Pay: $20.00 - $24.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Mattapan, MA: Reliably commute or planning to relocate before starting work (Required)

Education:

• High school or equivalent (Preferred)

Experience:

• Provider scheduling: 2 years (Required)

Work Location: One location

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