Scheduling Operations Analyst

J  o  b    D  e  s  c  r  i  p  t  i  o  n

JOB INFORMATION

Effective Date:

12/1/2022

Entity:

Wisconsin

Job Code:

330067

Job Title:

Scheduling Operations Analyst

FLSA Exemption Status:

Exempt

Management Level:

Individual Contributor

JOB SUMMARY

The Scheduling Operations Analyst will collaborate closely with provider and clinical leaders to support access goals and initiatives, analyze and develop processes, standards, tools, and documentation. This includes providing recommendations in accordance with industry and organizational best practices. The incumbent will design, optimize, and maintain scheduling templates and tools to ensure the organization maximizes efficiency, productivity, access opportunities and meets operational needs.

This position will also work closely with the Information Systems Department to implement advanced scheduling builds needed to support ambulatory workflows. This position may also be responsible for any number of components relating to an assigned project including current state assessment, gap analysis, future state design, testing, post implementation follow-up and long-term maintenance. This position will act as a scheduling liaison between clinics, operations, and HealthLink teams.

ESSENTIAL DUTIES

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Analyze and maintain processes, standards, tools, and documentation to support the patient experience within ambulatory clinics.

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Provide template and scheduling support services to clinical and non-clinical departments.

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Communicate and collaborate with internal and external stakeholders.

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Advise on organizational standards related to provider schedules to maximize template efficiency, productivity, access opportunities and operational needs.

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Provide feedback to management to achieve access goals and resolve patient service issues.

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Interview users at staff and management levels regarding perceived needs and processes, then translate those needs into recommendations and template build.

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Be a change management champion by promoting and supporting innovation using designated improvement processes to ensure safe, high quality, and efficient patient care.

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Support managers, supervisors, schedulers and template builders in learning and understanding of HealthLink functionality/limitations and associated organizationally approved workflows.

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Assist HealthLink teams with the development, implementation, configuration, facilitation, and support of new technology and initiatives.

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Responsible for any number of components relating to an assigned project including current state assessment, gap analysis, future state design, testing, post implementation follow-up and long-term maintenance. This requirement may include attendance at meetings with staff from organizational areas for which the Scheduling Operations Analyst is a liaison.

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Prepare content for and facilitate monthly and quarterly access meetings.

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Gather and analyze data from multiple sources and share findings with scheduling and clinic leaders.

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Maintain competency required for build and maintenance of Cadence functionality including but not limited to visit types, blocks, subgroups, decision trees, templates.

As needed, additional responsibilities reasonably within the scope of duties and physical requirements may be assigned.  ALL DUTIES AND REQUIREMENTS MUST BE PERFORMED CONSISTENT WITH THE UW HEALTH PERFORMANCE STANDARDS AND RESPECT FOR PEOPLE COMMITTMENTS.

X

Non-Clinical

JOB REQUIREMENTS

Bachelor's Degree

in Information Systems, Healthcare Administration, Business Administration, or related field

Required

Four (4) years of relevant experience may be considered in lieu of a degree, in addition to the required experience below

1 year

of experience in ambulatory clinic operations

Required

2 years

or more of experience in ambulatory clinic operations

Preferred

1 year

of experience with Epic Cadence build or template build/maintenance

Preferred

LICENSE, CERTIFICATIONS, AND REGISTRATIONS MUST BE MAINTAINED PER UW HEALTH POLICY. 

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Ability to learn computer and application skills as applicable to role specifically the Cadence application within Epic quickly

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Understanding of the basic concepts of advanced access and scheduling

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Ability to interact with and work around people

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Ability to make judgments in demanding situations

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Ability to react to frequent changes in duties and volume of work

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Effective communication skills

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Ability to listen empathetically and practice active listening

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Ability to logically organize details

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Ability to be work autonomously as well as work within a cohesive team

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Strong customer service focus

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Must demonstrate a strong attention to detail and high accuracy in prior roles

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Comfortable accepting responsibility for medium to large scale projects involving multiple resources and spanning many months from start to finish

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Ability to manage multiple concurrent activities

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Knowledge of and ability to utilize best practices, tools, and techniques for communicating with a customer

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Understand effective communication concepts, tools, and techniques; ability to effectively transmit, receive, and accurately interpret ideas, information, and needs through the application appropriate communication behaviors.

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Knowledge and understanding of health information concepts and terminology to include anatomy, physiology, medical disciplines, and diagnoses/procedures/treatments, health information legal/data standards, statistics, data/quality management and computer science application.

PHYSICAL REQUIREMENTS/WORKING CONDITIONS

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Sedentary: Sedentary work involves lifting no more than 10 pounds at a time and occasionally lifting or carrying articles like docket files, ledgers, and small tools. Although a sedentary job is defined as one which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties. Jobs are sedentary if walking and standing are required occasionally and other sedentary criteria are met.

Up to 10#

Negligible

Negligible

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Light: Light work involves lifting no more than 20 pounds at a time with frequent lifting or carrying of objects weighing up to 10 pounds. Even though the weight lifted may be very little, a job is in this category when it requires a good deal of walking or standing, or when it involves sitting most of the time with some pushing and pulling of arm or leg controls. To be considered capable of performing a full or wide range of light work, you must have the ability to do substantially all of these activities. If someone can do light work, we determine that they can also do sedentary work, unless there are additional limiting factors such as loss of fine dexterity or inability to sit for long periods of time.

up to 20#

Up to 10# or requires significant walking or standing or requires pushing/pulling of arm/leg controls.

Negligible or constant push/pull of items of negligible weight

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Medium: Medium work involves lifting no more than 50 pounds at a time with frequent lifting or carrying of objects weighing up to 25 pounds. If someone can do medium work, we determine that they can also do sedentary and light work.

20-50#

10-25#

Negligible-10#

☐

Heavy: Heavy work involves lifting no more than 100 pounds at a time with frequent lifting or carrying of objects weighing up to 50 pounds. If someone can do heavy work, we determine that they can also do medium, light, and sedentary work.

50-100#

25-50#

10-20#

☐

Very Heavy: Very heavy work involves lifting objects weighing more than 100 pounds at a time with frequent lifting or carrying of objects weighing 50 pounds or more. If someone can do very heavy work, we determine that they can also do heavy, medium, light, and sedentary work.

Over 100#

Over 50#

Over 20#

Other - list any other physical requirements or bona fide occupational qualifications not indicated above:

Over 50 lbs.

UW Health does not require, nor does it expect that its employees lift more than 50 lbs unassisted. Objects in excess of 50 lbs should be lifted or moved with mechanical means or through a team lift. Employees in patient care areas are expected to utilize mechanical lifts and adhere to the "Use of Mechanical Lifts (Liko)" policy in the Patient Services Policy and Procedure Manual.

Note: The purpose of this document is to describe the general nature and level of work performed by personnel so classified; it is not intended to serve as an inclusive list of all responsibilities associated with this position.

THE EMPLOYEE MUST BE ABLE TO COMPLETE ALL PHYSICAL REQUIREMENTS OF THE JOB WITH OR WITHOUT AN APPROVED ACCOMODATION. Note: The purpose of this document is to describe the general nature and level of work performed by personnel so classified; it is not intended to serve as an inclusive list of all responsibilities associated with this position.