COMPANY WEBSITE: https://freedomhealthcare.biz/
COMPANY PHONE NUMBER: (667) 770-6320
HUMAN RESOURCES PHONE NUMBER: (410) 372 4513
POSITION TITLE: Scheduling Department Manager
ALTERNATE TITLE(S): Operations Scheduling Manager
COMPANY: Freedom Health Systems, Inc.
DIVISION: Operations Division
DEPARTMENT: Scheduling Department
UNIT: N/A
CLASSIFICATION: W8BEN Independent Contractor. 40 hours per week. Exempt.
COMPENSATION RANGE: $5.00 per hour
WORK SCHEDULE: Monday to Thursday 7AM - 6PM
ACCOUNTABLE TO: Chief Operations Officer
ACCOUNTABLE FOR: Scheduling team, resource allocation, and process optimization
ANTICIPATED TRAVEL: 0% of the time
SUMMARY OF POSITION RESPONSIBILITIES: The Scheduling Department Manager is responsible for overseeing and managing the scheduling department’s daily operations, including the creation and development of departmental processes, task delegation, and staff oversight. The manager ensures that all scheduling activities are performed efficiently and in compliance with organizational standards. This role requires strong leadership skills, excellent communication abilities, and a deep understanding of scheduling processes within a healthcare or wellness setting.
SCHEDULED DUTIES AND RESPONSIBILITIES:
- Lead the creation and continuous improvement of scheduling processes within the department.
- Develop and implement weekly and monthly reporting processes for each team member, ensuring clear accountability and transparency.
- Delegate responsibilities and oversee the completion of individual team members' assignments, ensuring all tasks align with departmental objectives.
- Provide mentorship and training to team members, offering guidance and support to help them navigate departmental procedures effectively.
- Conduct performance reviews, offering constructive feedback and recommending disciplinary actions when necessary.
- Monitor the progress of team members, offering continuous support to foster professional growth and development.
- Participate in the daily huddle with the DSP/CPRS staff to review the day’s agenda, address concerns, and discuss scheduled appointments.
- Manage and organize incoming and outgoing emails to ensure efficient communication and timely responses to inquiries.
- Oversee the accuracy of prescribers’ sheets, verifying addresses and category types before daily meetings.
- Address and resolve team members’ inquiries, providing appropriate solutions and offering constructive feedback to improve performance.
- Handle inquiries through various communication channels, including email, chat, phone calls, and text messages, ensuring prompt and effective responses.
- Monitor the scheduling of monthly appointments, including Psych/SUD, somatic services, Health Home (HH) services, urine screening, and bloodwork appointments.
- Verify appointment rules for specific dates of service, ensuring compliance and accuracy across the board.
- Collaborate with HR and other departments regarding the status of staff and team members, and other relevant departmental processes.
- Work closely with the intake team to ensure proper handling of discharged and transferred clients.
- Partner with the administrative team to ensure the accuracy of client transfers, address corrections, and other necessary updates.
- Engage in meetings with various departmental managers to discuss ongoing tasks, updates, and potential areas for improvement.
- Oversee the monitoring of provider calendars, DSP/CPRS assignment sheets, and productivity summary reports, ensuring compliance and accuracy.
- Set up and automate email blasts for productivity summary reports and updated assignment sheets, utilizing tools like Excel and Power Automate.
- Create counter checkers for task audits, ensuring accuracy and adherence to departmental standards.
- Monitor and delegate tasks related to bloodwork/UA lab requisition monitoring, appointment rules verification, and provider assignment duplication.
- Ensure compliance with scheduling protocols and handle any discrepancies that arise, coordinating with relevant departments to address issues.
- Facilitate individual and team meetings to discuss task adjustments, new responsibilities, and process improvements.
- Develop and maintain reference sheets, dashboards, and other tools to support the department’s continuous improvement initiatives.
- Encourage a culture of accountability, responsiveness, and professional growth among team members, ensuring they are equipped to meet departmental objectives.
UNSCHEDULED DUTIES AND RESPONSIBILITIES:
- Participate in external and internal audits/surveys (CARF/CSA/OHCQ) as directed by the supervisor.
- Participates in quality assurance and performance improvement plans by completing periodic audits or other activities to ensure regulatory compliance and/or improve service delivery.
- Assist the supervisor, HR, or management with any work-related tasks as requested.
- Responsible for following regulations of COMAR, CARF, any other regulatory body, and company policies/procedures related to your scope of work.
- Co-facilitating orientation of all new hires if requested.
- Support the maintenance of a safe environment by participating in training and drills as requested.
- Advise the supervisor on the development and implementation of protocols to better enhance the efficiency of day to day operations effecting change when approvals are made.
- Troubleshoot and abate any issues that could adversely affect the day-to-day operations.
- Report to the Supervisor daily and as requested. Report deviation of operational standards to CEO daily.
- Check emails and company group texts at least every 30 minutes while on duty; respond accordingly.
PHYSICAL DEMANDS: Regularly required to stand, sit, talk, hear, reach, stoop, kneel, and use hands and fingers to operate a computer, telephone, and keyboard.
WORKING CONDITIONS: Remote work environment
DISCLOSURES: The specific statements shown in each section of this job description are not intended to be all inclusive. They represent typical elements and criteria considered necessary to perform the job successfully. The job’s responsibilities/tasks may be modified and/or expanded over time. Company will inform the personnel member when changes in the respective job description are made.
