Operations Business Support Partner/Scheduler

Ann Arbor Administrative Office
Administrative Support Staff /
Full Time /
Hybrid
TITLE: Medical Scheduler (Patient Care Business Support Partner)
LOCATION: Hybrid – Remote/Ann Arbor (At least one day per week in person at our administrative office in Ann Arbor)
REPORTS TO: Senior Vice President of Patient Care Operations
PAY RATE STARTING AT: $48,430 per year
 
Planned Parenthood of Michigan has implemented a mandatory vaccination policy requiring COVID-19 vaccinations including boosters when eligible for all employees.
 
 
POSITION PURPOSE: The purpose of the Patient Care Business Support Partner is to provide direct administrative support to the Patient Care Operations team and others through project management duties, significant scheduling management and oversight, and various administrative functions. This team member acts as a communication liaison between the Patient Care department and other departments as well as health centers.  This staff person will fully embody a commitment to race equity; evidenced in all interactions with PPMI colleagues and external stakeholders.
 
Does this sound like you? 
 
◉   Commitment to advancing equity in one's work: interest in expanding knowledge about the role that inequity plays in our society.
◉   A team player with the ability to work well under pressure, manage multiple and simultaneous projects, good time management, and attention to detail.
◉   Proactive, forward thinking customer service and problem-solving skills; ability to anticipate needs.
◉   A strong commitment to Planned Parenthood’s mission, vision and values.
 
If you love the idea of making an impact on your community with a strong mission-oriented organization, we want to hear from you!  You will be an integral part of our culture which fosters a commitment to our workplace values: respect, caring, support, teamwork, collaboration, accountability and responsibility.
 
QUALIFICATIONS: 
◉   Two to three years’ work experience in a medical setting supporting medical leadership.
◉   Two to three years’ work experience with complex scheduling (multiple clinics, physicians, clinicians, leadership) and project management. 
◉   Strong interpersonal skills, well-organized and dependable.
◉   Proficient with Microsoft Outlook software.
 
BENEFITS: Medical, Dental, Vision, STD/LTD/ Life and ADD, FSA, Generous PTO program and free healthcare at PPMI clinics for you and your immediate family!
 
 
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES: 
·       Plan, organize and coordinate various projects, programs and services independently involving diverse administrative operations; may administer or manage specific projects, programs and/or services; recommend and assist in instilling improved administrative methods.
·       Lead or assist with project management efforts including, but not limited to, coordinating meetings, taking notes, ensuring subject matter experts and participants are involved and follow-up with next steps, document project management in Asana (or project management program), assist with driving outcomes by desired deadline. 
·       Acts as a liaison between key internal and external stakeholders.  Handle confidential and non-routine information. External stakeholder coordination includes, but is not limited to: Interpretation services, interns/fellows, nursing and clinician students, up-to-date roster management, API, hotel stays for Patient Care colleagues if/when needed, coordination potential staff interviews, working with established and coordinating new relationships with external vendors.
·       Monthly dissemination of Press Ganey comments to HCMs, DPCOs, SVP Patient Care Operations; support Director of Quality as needed with any tracking/trending, plan development and updates.
·       Assist with inventory management and distribution of supplies coming to the Administrative Offices.  Mail or ship items as needed or requested.
·       Responsible for sorting and distributing all incoming and outgoing mail for the Patient Care Leadership team.
·       Coordinate with Patient Care Leaders, HCMs, Recruiters to ensure each HC has staff that are CPR certified, maintain list of employees with CPR certification per Health Center, monitor and ensure renewals are completed ahead of expiration with minimal disruption to patient care, and, when needed, coordinate CPR training in first few weeks of orientation for new hires.
·       Run various reports in Epic on a routine basis for patient care leaders, including but not limited to book-out, cycle time, real time documentation, Health Center closure reasons, etc.
·       Support and lead Title X reports and updates including collection of quarterly program plan updates and update quarterly status report to be reviewed by SVP Patient Care Operations before submitting to State of MI.
·       Track Tier 1 huddle completion daily.  When Tier 2 huddles are implemented in January 2024, take minutes and update notes and follow-up items.  When implemented in 1or2Q 2024, lead the “Tells” process along with coordinating an affiliate wide newsletter or communication based on the Tells process.
·       Foster relationships with all staff levels within the organization.
·       Coordinate meetings and conference calls.  Coordinate agendas, technology, and food as necessary. Take minutes.
·       Coordinate Outlook scheduling and calendar assistance for Patient Care leadership, including scheduling meetings, requesting feedback on conflicts, anticipate what appointments leaders may be able to move, etc. 
·       Coordinate and manage patient care coverage schedules for all physicians, clinicians, and Health Centers.  Keep centralized schedule for all PTO requests and review with Patient Care leaders for coverage plans/needs to allow people leaders to communicate PTO approval or denial based on ability to meet patient care access needs and organization budget.  Communicate with the CHN Access Center any planned schedule changes as well as unexpected health center changes. 
·       Reconcile monthly credit card statements for all patient care leaders as well as mileage reimbursement and expense reports upon request.
·       Work on ongoing project to clean and maintain the H Drive. Maintain, update and archive medical forms, as directed.
·       Coordinate with Learning and Development to track CAL completion and reminders and on PP Bravo maintenance.
·       Annually update the Resource Lists for Patient Care Operations.
·       Collaborate with Patient Care Operations and other administrative staff on the Patient Care and Choice Voice newsletters and other communication.
·       Operate standard office equipment and use required software applications proficiently.
 
We value a truly diverse workforce and a culture of inclusivity and belonging. Our goal is to attract qualified candidates and encourage applications from all individuals without regard to race, color, religion, sex, national origin, age, disability, veteran status, marital status, sexual orientation, gender identity, or any other characteristic protected by applicable law.  We're committed to creating a dynamic work environment that values diversity and inclusion, respect and integrity, customer focus, and innovation.