UNIV - Access Program Manager - Department of Medicine: Division of Cardiology

Medical University of South Carolina•Charleston, SC

3d•$66,400 - $119,500•Onsite

About The Position

Directs and oversees all programs related to access for the Division of Cardiology in the Department of Medicine, supporting the scheduling, clinical deployment, and access initiatives for the 54 clinical faculty, 33 advanced practice providers (APPs), and program’s leadership team. Under limited supervision, evaluates the effectiveness of all programs, identifies areas for improvement, and recommends and implements changes to policies, procedures, or workflows as needed. Serves as manager for the QGenda scheduling system for the Division and manages all Division clinical outreach agreements within the health system and with external affiliates. Manages clinical space requests and assignments, and supports budgeting, analysis, and new program development activities. Regularly provides updates to stakeholders on issues affecting the program and offers guidance on strategic decision-making. Responds to inquiries from faculty, staff, the institution, and leadership, serving as the primary point of contact for program-related matters. Recommends and implements new initiatives or updates to ensure program excellence. This role requires strong leadership, communication, and problem-solving skills, with a focus on fostering a high-quality learning environment for clinicians and ensuring alignment with institutional priorities.

Requirements

A bachelor's degree and three years relevant program experience.

Responsibilities

Reviews current patient access for all Division faculty and APPs, using tools and data to lead efforts to improve access for patients into Cardiology.
Reviews all new patient visit and return patient visit slots and opportunities on outpatient templates, identifying opportunities where possible to expand patient access through template changes, online scheduling, EPIC block switches or other mechanisms, and works with Division Administrator in executing any changes.
Manages efforts in deploying providers to new MUSC locations, including but not limited to Kiawah, Clements Ferry, Nexton, and other new MUSC outpatient sites.
Ensures that providers’ EPIC templates are created appropriately to ensure that new and return patients are seen by providers with efficiency and quality.
Serves as point-of-contact for Ambulatory partners and Division leadership in identifying clinical space for both new and existing providers, ensuring that all clinicians are deployed appropriately in outpatient setting.
Works directly with physician leadership in Division in confirming space assignments for new faculty and APPs, and completes PATH forms to open clinics for new physicians/APPs correctly and efficiently.
Manages all clinic space grids for the Division and serves as subject matter expert for clinical deployment for all physicians and APPs by location in Cardiology.
Oversees the PATH form and template change process, serving as Division point-of-contact for creating new PATH forms (template change requests) for Division and Ambulatory leadership signoff.
Ensures that PATH forms are completed correctly to ensure that any template changes are processed quickly, correctly, and with minimal patient disruption.
Follows all Division and MUSCP policies with regards to patient cancellations.
Manages ongoing project management tracking tools as related to clinic space and templates for new providers, departing providers, and any template changes – ensuring that all Division, ICCE, Ambulatory, and PAC stakeholders are notified of updates, particularly during the onboarding and offboarding processes.
Collaborates with H&V PAC liaison representative in reviewing any provider template change requests or opportunities, and makes recommendations to Division Administrator and other leadership to support decision making.
Drafts patient notification letters for provider departures or clinic changes, working directly with faculty/APPs to finalize letters with requested updates, and works with PAC liaison and Division administrative team to distribute letters timely to patients.
Submits new EPIC Department requests for new or closing clinics as requested.
Serves as main point-of-contact with IS leadership during this process.
Work with Heart & Vascular ICCE, Division physician leaders and faculty, and other stakeholders as appropriate to find opportunities to improve new patient access for Cardiology faculty and APPs.
Manages Division external contracts and agreements between Division of Cardiology and other outside parties, to include MCP agreements and external partnerships with affiliates.
Supports Division Administrator in development of any new agreements with MCP or other external affiliates by involvement in contract development, execution, and any related follow-ups for clinical deployment.
Manages all call and clinical agreements with Tidelands Health, including but not limited to, physician deployment and quality oversight agreements for leadership.
Supports Division Administrator with any changes to these agreements, and ensures that all clinical activities are reflected in QGenda.
Manages call agreement with Conway Medical Center, ensuring that interventional call agreement weekends are reflected in QGenda.
Supports Division Administrator with any changes to this agreement.
Manages call agreement with MUSC Orangeburg and MCP, ensuring that interventional call agreement weekends are reflected in QGenda.
Supports Division Administrator with any changes to this agreement.
Supports any other outreach efforts in Myrtle Beach, Bluffton, Lexington, Greenville, and other strategic markets in collaboration with Division Administrator, Division Director, and clinical section chiefs across heart failure, interventional cardiology, general cardiology, and electrophysiology.
Ensures that all monthly assignments are entered into QGenda, and works with Division Administrator on any changes to providers or frequency of assignments are communicated and entered into QGenda.
Corresponds with external stakeholders as needed, and alert internal and external contacts on any anticipated issues.
Manages the Ambulatory cFTE process for the Division of Cardiology.
Ensures all deadlines set by MUSCP leadership are met with data review and entry for submission.
Reviews throughput reports in Power BI and QGenda for opportunities to better utilize space and communicates recommendations to Division leadership for better efficiency.
Works through follow-ups or action items as needed.
Manages Ambulatory Space Committee space request process for new or continuing providers.
Manages annual Space Requests during budgeting process to submit for any new requests needed by Division providers.
Collaborates with Division Administrator on the annual Work RVU (wRVU) budgeting process in the Division, and supports budget process through data analysis, review, and consolidation.
Facilitates any requested follow-ups by COM/MUSCP leadership as needed.
Participates in wRVU budget meetings with Division and Departmental leadership, and manages follow-ups as requested by Division Administrator or other leadership.
Analyze CUBE data related to Appointments, Capacity Management, and other access data to create analyses that support decision making surrounding access, templates, and space.
Supports Division Administrator and other Division/Department/health system leadership in creating pro formas or other professional billing analyses for new program development efforts, including but not limited to Clinical Strategic Manpower Committee requests, Clinical Coverage Model requests, or other new clinical programs.
Manages follow-ups as requested by Division Administrator or other stakeholders.
Reviews space grids from clinic managers published in Power BI, and reviews QGenda schedules, to support decision making centered on space assignments.
Responsible for updating and distributing the Department of Medicine’s Key Trends report on a monthly basis.
Manages process of completing report, which includes pulling actual financial and patient access data from MUSC tools, ensuring report is complete, distributing the report to Department leadership for review, and sending final version of report to key Department leadership.
Creates reporting to monitor patient access metrics to track performance and improvement efforts.
Assist with any ad hoc access data requests or patient access reporting from Division leadership.
Creates and strategically manages QGenda scheduling for all Division of Cardiology physicians and advanced practice providers (APPs), as it relates to reconciling coverage and call calendars.
Serves as subject matter expert for Division of Cardiology for QGenda, working with QGenda and MUSC stakeholders as needed on system improvements or issues, and ensures that system is being used to peak potential (to include advanced scheduling features, system automations, or other enhancements) as directed by Division leadership.
Inputs all schedules into QGenda for faculty and APPs, to include all assignments at MUSC and at VA for inpatient services/rotations, procedural blocks, and outpatient clinics.
Manages the Available Shifts process for the Division of Cardiology in QGenda to proactively backfill any cancelled clinic space.
Collaborates with Division leadership to share clinic opportunities with Division and ensures that the process to open clinics by physicians/APPs is completed.
Ensures that all current schedules, template changes, assignment changes, out of office time, and other scheduling data in system is continually updated to reflect accuracy for Division providers, Division leadership, ambulatory clinic partners, and other system stakeholders’ use.
Adds new providers and removes terminating providers from system as needed.
Ensures that all clinic cancellation requests submitted by Division administrative assistants are processed and reflected in QGenda system.
Ensures all clinical sites maintain appropriate coverage across multiple hospitals and outpatient entities.
Project manages any QGenda audits or follow-ups with schedule, resolving any issues as requested by MUSCP leadership.
Proactively recommends changes to QGenda to increase efficiency or effectiveness.
Ensuring all schedules are communicated to appropriate parties in a timely fashion.
Ensures any gaps in clinical coverage are addressed in a timely manner in order to minimize impact on colleagues and patients.
Assists with managing the paging system to ensure accuracy and completeness for all faculty.
Manages comprehensive onboarding for incoming faculty, ensuring coordination across HR, clinical operations, IT, and academic teams.
Supervises high-level faculty offer process — including job posting facilitation, central onboarding too updates, and offer packet preparation.
Supports efforts related to faculty onboarding processes with visas, ensuring that all related paperwork is completed for Global Health & HR timely.
Supports physician onboarding process by maintaining and updating provider clinics in Sitecore and Yext; ensures accuracy of new faculty information and online scheduling for their clinics.
Leads centralization and streamlining of departmental workflows to improve efficiency and reduce variability in onboarding processes.
Assists with any other ad hoc requests as made by Division Administrator.
Clearly and professionally communicates program matters with diverse stakeholders and communicate access information clearly and concisely.
Verbal communication skills are professional.
Adapt communication style to suit different audiences, from clinical teams to non-clinical staff.
Provide timely responses to inquiries via email, meetings, and other business communication channels.
Maintain confidentiality while conveying sensitive information.
Prepares for and participates in meetings with faculty or Divisional/Departmental leadership.
Other duties as assigned by Department of Medicine Administration to support initiatives in the Department.