Scheduling Coordinator - Team Lead

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POST DATE 9/7/2016
END DATE 10/8/2016

Business Office Houston, TX

Houston, TX
AJE Ref #
Job Classification
Full Time
Job Type
Company Ref #
Entry Level (0 - 2 years)
High School Diploma or GED



Under the direct supervision of the Manager, the Team Lead is responsible for assisting

the management team with the daily operations of all functions of the Scheduling area. The Team Lead integrates the department s services with the hospital s primary functions, operationalizes

policies and procedures that guide or support service, assesses and improves department performance,

and ensures orientation and continuing education of department staff. As a key member of the

scheduling team, this person drives excellence in customer service.

The Scheduling Coordinator Team Lead is responsible for all PHS builds necessary to meet the needs of the department and our customers. The Team Lead is a designated super user with special training in our PHS & PCA systems. The Team Lead will orientate, perform continuing education, cross training and be available to provide support to the department staff in an effort to improve department performance. This position will also schedule s patients for outpatient tests and procedures within the facility (SJMC).


Consistently supports and communicates the Mission, Vision and Values of St. Joseph Medical Center.

Follows the St. Joseph Medical Center Guidelines related to the Health Insurance Portability and Accountability Act (HIPAA), designed to prevent or detect unauthorized disclosure of Protected Health Information (PHI).

Promotes a culture of safety for patients and employees through proper identification, proper reporting documentation and prevention of medical errors in a non-punitive environment.

Effectively coordinate daily Scheduling activities to ensure quality, productivity and excellent customer service.

Perform as scheduling backup to both diagnostic and surgery scheduling when necessary due to staffing shortage, incoming volume of orders and/or census.

Ensure QA is performed daily on scheduling in accordance with QA guidelines; maintain statistics; track, trend and train to ensure revenue integrity, scheduling, and performance improvement.

Train new employees in all aspects of their assigned job.

Provide continuous training for existing employees.

Prepare complete monthly work schedules in accordance with budget to ensure adequate staffing levels and minimal overtime; reporting labor variances as required.

Designated Super User for PHS/PCA systems.

Perform PHS builds, updates and maintenance to meet the needs of department, facility and customers.

Serves as liaison with system users and IT&S for system issues that may arise.

Supportive of the compliance program set forth by SJMC and demonstrated by:

Upholds the Code of Ethics and Corporate Compliance.

Adheres to and helps to enforce all compliance policies relevant to his/her area.

Assures timely compliance education as requested by the Regional Compliance and Safety Officer and/or through corporate initiatives.

Implement and promote excellent customer service

Work closely and professionally with outside agencies on special projects as requested

Make interviewing, hiring, and counseling recommendations to Manager

Contribute performance information for employee evaluations in a timely manner; utilizing standard trended individual and department performance measures; ensure competencies are met and competency checklists are appropriately maintained.

Coordinate, maintain, track and trend the productivity of scheduling staff

Review the quality of scheduling processes on a daily basis.

Process all paperwork in a timely manner.

Work closely with management team to ensure all procedures regarding patient accounts are scheduled in a thorough, accurate and timely manner.

Responsible for managing cost within budget; reporting budget variance as required

Operationalize Scheduling Policy and Procedures.

Monitor and maintain daily operational reports and controls within the required standard.

Contribute to the development of Scheduling goals.

Conduct regular in-services for area of responsibility.

Work closely with ancillary departments to ensure unity in service delivery.

Attends and participates in meetings, in-services, and educational offerings appropriate to Scheduling but not limited to QI, JCAHO, Infection Control, Patient Safety, and Performance Improvement.

Practice and adhere to an ethical professional code of conduct in compliance with company


Supportive of the compliance program set forth by Iasis Healthcare and demonstrated by:

Upholds the Code of Ethics and Corporate Compliance.

Adheres to and helps to enforce all compliance policies relevant to his/her area.

Assures timely compliance education as requested by the Regional Compliance and Safety Officer and/or through corporate initiatives.

Sets an example to all staff in their daily activities.

Other duties as assigned



Requires previous hospital experience and/or experience in a hospital scheduling department or physician s appointment coordinator or free standing imaging facility with scheduling background. 5 years minimum, highly preferred

Basic clerical skills; minimum typing speed of approximately 50 wpm. with Windows based knowledge.

Medical Terminology desired

Super User knowledge of PHS, HSM and PCA systems.


* N/A


* Graduate from an approved/accredited High School or GED equivalent required.


* Technical, critical independent thinking and interpersonal skills relevant to area in order to effectively communicate with physicians, health team members, patients and families.

* Ability to prioritize work with minimal supervision, in order to independently carry out the duties of the position.

* Able to communicate effectively, both verbally and in writing.

* Additional languages preferred.

* Advanced computer knowledge.

Demonstrates ability to communicate verbally and in writing; clearly, directly and professionally.

Does not participate in gossip.

Manages conflict effectively and/or seeks appropriate assistance from Director, Manager or HR to resolve conflict.

Respects diversity of each individual (e.g. patients, families, physicians, and co-workers).
Job: Scheduling Coordinator
Primary Location: Texas-Houston
Organization: Business Office
Education Level: High School Diploma/GED
Employee Status: Full Time Benefit Eligible 36-40 hrs/wk
Work Schedule: Days

Equal Opportunity Employer Minorities/Women/Veterans/Disabled