What are the responsibilities and job description for the Supervisor, Central Scheduling position at Mercy Medical Center - Cedar Rapids?
This job supports Mercy’s philosophy of patient centered care by performing a variety of scheduling, pre-authorization, pre-registration tasks requiring good knowledge of a variety of hospital procedures and programs. High level of contact with physicians, physician office staff, patient, families and all Mercy employees.
Job Duties/Essential Functions
Leadership Competencies
Leading
- Formulates a future course that reflects departmental needs and is aligned with Mercy's vision. Translates the course into team goals and objectives, sets priorities, and directs the efforts of staff towards accomplishing them.
- Recognizes and acts on opportunities for growth and improvement to advance Mercy's goals.
- Inspires staff enthusiasm for and generates commitment to departmental and organizational goals.
Standards and Accountability
- Holds team and self responsible for maintaining the highest possible performance standards and meeting agreed upon commitments.
- Sets and maintains high standards for service to patients, physicians, colleagues, and other Mercy departments. Incorporate needs and concerns of diverse constituencies into decision-making.
Planning and Decision-Making
- Analyzes problems systematically and logically and is resourceful when developing and implementing solutions.
- Applies key financial concepts and analysis to decision-making. Understands drivers of financial performance and takes these into account when developing strategies and making decisions.
- Develops and implements work plans with actionable components and measurable outcomes. Proactively monitors key performance indicators and makes real-time adjustments to ensure that progress stays on track.
- Regularly reassesses priorities and competing demands and adjusts allocation of own and staff time and resources to increase efficiency and effectiveness.
Communication
- Articulates logical and well-founded arguments that support conclusions. Matches communication style to the message and audience. Actively solicits opinions from others. Routinely provides others with the information they need to do their jobs.
- Routinely shares suggestions, advice, and insights on progress toward goals. Provides performance feedback that is constructive and actionable, and that highlights successes as well as areas for growth based on objective metrics.
Developing People
- Selects and attracts outstanding staff from diverse backgrounds. Identifies and fills gaps in team skills and knowledge.
- Defines development objectives for self and staff that support performance goals and progress toward future skill development. Assists staff in developing their own careers by encouraging them to articulate their career goals, offering challenging growth opportunities, and providing necessary coaching and training.
Managing Relationships
- Builds and maintains long-term relationships with others based on mutual respect and trust. Fosters cooperation and collaborative decision-making among staff with diverse backgrounds and interests. When conflict arises, works effectively towards solutions and compromises that take the needs of all parties into account.
- Provides regular updates on goal progress and works with own manager to minimize risks and resolve problems.
Job Duties
- Identifies future needs, new technologies and products for applicability to the department and makes recommendations as appropriate.
- Recommends the integration/utilization of existing systems in conjunction with Technology Services.
- Monitors and coordinates with Manager staffing levels, schedules, employee relations, employee discipline, and performance evaluations. Inputs and monitors LaborWorkx data (time and attendance, scheduling, etc.).
- Implements and coordinates with Manager to evaluate programs for operational effectiveness, and makes required changes for continuous improvement.
- Provides input to preliminary Capital, FTE and operating budgets for MMC business services departments by due date.
- Plans, coordinates and implements staff training and quality programs.
- Creates a culture of interdisciplinary and interdepartmental cooperation and communication by motivating staff to continuously improve performance. Conducts regular staff meetings to aid in communication.
- Utilizes productivity measures and adjusts processes to optimize effectiveness and efficiency within the A/R management process.
- Provides for mechanisms to measure, analyze and manage variation in the performance of defined processes.
- Develops and maintains accurate job descriptions and performance standards for all job classifications.
- Maintains training manuals and ensures staff is properly trained.
- Reconciles month end reports and monthly statistical data.
- Provides leadership and assistance with special management projects.
- Supervises the activity and personnel within Scheduling and Pre-Authorization, and fills in when needed, is on the phone either scheduling or obtaining a pre-authorization, delegates and monitors responsibilities as appropriate.
- Monitors and works work ques, reviews work and completed phone audits, reviews accuracy of pre-registrations and tracks insurance denials from missed pre-authorizations.
Follows Mercy's safety guidelines, carries out job- specific safety duties and responsibilities, and promptly reports any unsafe conditions, situations, incidents and injuries.
Knowledge, Skills and Abilities
- Proficient in Microsoft Office products.
- Proficient in operation of computer, calculator, filing systems, copy/fax machines and telephone system.
- Excellent interpersonal skills.
- Excellent written and verbal communications skills.
- Excellent public relations and human relations-exemplifies The Mercy Touch
- Excellent organizational, problem-solving, decision and time management skills.
- Critical thinking and attention to detail.
- Exhibits good judgment, setting goals and meeting deadlines.
- Handles confidential information with discretion and diplomacy.
- Commitment to life-long learning, e.g., willingness to learn/upgrade skills related to duties.
- Flexibility and dependability, works well with a wide variety of individuals and leadership styles.
- Ability to work with minimal to no supervision.
Professional Experience
- Experience or training in medical terminology, anatomy, ICD-9 and CPT coding or call center strongly preferred.
- Minimum three years supervisor experience or two years healthcare scheduling experience required.
Education
- High school diploma or equivalent required.
- Associates degree in related field or equivalent experience required.
Location: Mercy Medical Center - Cedar Rapids · Patient Access
Schedule: Full Time, Day, 8-4:30 M-F
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