Template Specialist - Ohio State University Physicians, Inc.

Looking to join and lead a dynamic team at Ohio State University Physicians where excellence meets compassion!?

Who we are

With over 100 cutting-edge outpatient center locations, dedicated to providing exceptional patient care while fostering a collaborative work environment, our buckeye team includes more than 1,800 nurses, medical assistants, physicians, advanced practice providers, administrative support staff, IT specialists, financial specialists and leaders that all play an important part. As an employee of Ohio State University Physicians (OSUP), you'll be an integral part of a team committed to advancing healthcare, education, and professional growth.

Our culture

At OSUP, we foster a culture grounded in the values of inclusion, empathy, sincerity, and determination. We meet our teams where they are, coming together to serve each other and our community.

Our benefits

We know that having options and robust benefit plans are important to you. OSUP prioritizes the wellbeing of our team and that’s why we offer our employees a flexible, competitive benefit package. In addition to medical, dental, vision, health reimbursement accounts, flexible spending accounts, and retirement, we also offer an employee assistance program, paid time off, holidays, and a wellness program designed to support our employees so they can live their best lives.

Purpose: The Template Specialist, works under the direction of Capacity Management, the department and/or clinical leadership, to create/modify physician templates and/or schedules for a large group of providers. Functions as liaison between Capacity Management Office (CMO), Central Scheduling, IHIS, Cadence team, third party vendor (where appropriate) and division access leadership.

Duties and Responsibilities: 

• Utilizing scheduling/template software, takes the lead with management of division clinical schedules which may include physician schedules and call schedules, maintains the block schedules, ensuring schedules are entered correctly in the appropriate scheduling system; enters new/changes of schedule into system. May be accessing and updating more than one type of scheduling system.
• Leverages knowledge of provider expertise, physician availabilities and preferences, planned time off and historical patterns, to generate schedules defined by clinical leaders in QGenda that meet the clinical obligations of the division. 
• Submits single day templates/schedules and assembles new assignments as new locations or services become available; records various leaves in system to properly block clinicians from scheduled clinical activities during periods of leave.
• Process, track and enter scheduling template requests in IHIS for processing by Cadence team.  Conducts quality review of request processing. Responsible for updating non-IHIS systems of schedule changes.
• Works with Analysts related to ongoing template changes to ensure compliance with revenue cycle management initiatives, and maintaining updated clinical blocks for consults etc.
• Monitors day to day access availability changes reported by clinical leaders, submitting tickets as needed to adjust templates.
• Blocks schedules due to provider’s absence (lectures, other coverage, vacation, conferences, service/consult, medical leaves, etc.).
• Adherence to CMO policies for appropriate utilization and documentation of physician leave and provider-initiated schedule restrictions.  Has provider schedule blocking responsibility with unavailable privileges. 
• Manages the waitlist, bump and reschedule process by processing cancellation requests from physician office associates; follows standard operating procedure for setting Hold/Unavailable Time in Cadence and Bumping patients. 
• First line communicator with physicians on schedules/locations as well as issues/concerns regarding scheduling.  Escalates patterns and significant issues to appropriate leadership.
• Manages the departing physician process. Closes schedules, bumps patients as necessary and submits eservices tickets.
• Ability to perform functions using job-related software and systems including but not limited to: IHIS, eservices, QGenda, Microsoft office programs (word, excel, teams,) OneNote, Shared drive.
• Attendance, promptness, professionalism, the ability to pay attention to detail, cooperativeness with co-workers and supervisors, and politeness to customers, vendors, and patients.
• Other duties or special projects as assigned.

Requirements:

• High School diploma or equivalent
• Two years of medical office scheduling experience.
• Must complete training class with ability to block schedules for physicians. Must be knowledgeable of medical office operations and systems, familiar with guidelines regarding patient confidentiality issues.  Must have working knowledge of MS Office platforms such as (Excel, OneNote, Word, PowerPoint). 

Preferences: Associate’s degree; Current Integrated Health Information System (IHIS) Superuser. Knowledgeable of medical office operations and systems. Familiarity with guidelines regarding patient confidentiality issues with working knowledge of MS Office platforms such as (Excel, OneNote, Word, PowerPoint