Clinic Scheduling Supervisor

Immanuel•Omaha, NE

About The Position

Are you a Clinic Scheduling Supervisor looking to work for an amazing organization by serving others and connecting with your co-workers? Immanuel Pathways PACE® is seeking a Clinic Scheduling Supervisor to work at Immanuel Home Office located at 1044 North 115th Street, Omaha, NE 68154.. Pay will be based upon experience, certifications, skills and education. The Clinic Scheduling Supervisor is responsible for overseeing the scheduling operations for all three Immanuel Pathways centers, ensuring timely, accurate, and efficient coordination of Contracted Service appointments. This role provides direct supervision to the Clinic Schedulers, serves as a working supervisor who performs scheduling duties as needed, and maintains strong relationships with contracted vendors to support high-quality participant care. The Clinic Scheduling Supervisor supports Immanuel’s Mission and CHRIST Promises by promoting excellence in customer service, ensuring regulatory compliance, and fostering seamless communication across departments and external partners. At Immanuel, we believe that our success is built on the collective strength of our people. Here’s why you’ll thrive as part of our team: Meaningful work: You won’t just have a job; you will have a purpose. Our Mission impacts the lives of our residents/participants and their families, one another, and our community. Growth Opportunities: We invest in your development. Whether it’s mentorship, training, or advancement, we’re committed to your growth. Inclusive Culture: We celebrate uniqueness and foster an environment where everyone feels valued. Work-Life Harmony: We believe in allowing you to thrive by leveraging your passion. Achieve your best work while maintaining a healthy work-life harmony. Total Rewards: A focus on feedback and recognition, competitive compensation, a robust benefits package, and perks beyond the basics. Intentional Experience: We are very intentional about your employee experience, from Day One Orientation to how we onboard new managers and invest in quarterly and annual leadership training. Join us at Immanuel and be a part of something extraordinary. Your journey starts here. Immanuel is an Equal Opportunity Employer and participates in E-Verify. A background check and drug screen will be required prior to hire. Applicants must be currently authorized to work in the United States on a full-time basis.

Requirements

High School Diploma/GED is required.
BLS Certification (Basic Life Support) is required.
One (1) year of clinical scheduling or related experience is required.
Two (2) year of supervisory or leadership experience is required.
Equivalent years of education may substitute for experience requirement.

Nice To Haves

Associate’s degree in healthcare, business, logistics or a related field is preferred.
Equivalent years of experience may substitute for education requirement.

Responsibilities

Provide consistent cross coverage for scheduling functions to maintain timely appointment coordination across all three centers.
Serve as the primary scheduler for designated specialties (vision, dental) and back-up support for other service lines as needed.
Collaborate with Immanuel’s Transportation department to arrange suitable appointment times that align with participant needs and transportation requirements.
Confirm and communicate appointment schedules to participants, family members, and doctor's offices, promptly resolving any conflicts or issues related to appointments.
Coordinate with clinic teams for participant needs related to inpatient and outpatient procedures.
Ensure adherence to the Appointment Notification Process as outlined in company policy.
Maintain professionalism and confidentiality in all interactions with participants, families, and team members.
Provide direct supervision, coaching, performance feedback, and daily support to Clinic Schedulers across all three centers.
Serve as a working supervisor, performing scheduling duties routinely for designated specialties (e.g., vision and dental) and providing full back-up coverage during staff absences.
Develop a comprehensive understanding of the contracted vendor network, including their services, protocols, operational procedures, and expectations.
Establish and nurture positive working relationships with key contacts with contracted vendors. Actively engage with vendors to foster strong partnerships, addressing any concerns, and facilitate smooth communication and collaboration.
Oversee all aspects of procedure scheduling, ensuring adherence to standard protocols and regulatory requirements for scheduling.
Review and monitor daily reports to ensure timely coordination of appointments and maintain compliance with internal scheduling timeframes as outlined by CMS.
Collect and confirm patient demographic information, ensuring accurate data entry into the scheduling system.
Oversee authorization workflows, ensuring timely submission of authorization numbers to contracted vendors, including out-of-network requests. Identify opportunities to improve scheduling processes and participate in Quality Improvement Initiatives. Continuously evaluate and enhance scheduling procedures to maintain or improve the speed and accuracy of coordinating appointments.
Monitor scheduling workflows to identify inefficiencies, bottlenecks, or reoccurring issues. Proactively communicate these findings to senior leadership, providing detailed observations and potential impact on clinic operations.
Collaborate with leadership and other key stakeholders to develop am implement strategies and processes to address identified inefficiencies.
Provide feedback on the effectiveness of new process changes and improvement to maintain continuous improvement.
Ensure high quality service that provide excellent customer service to our participants.
Attend and proactively participate in meetings requiring insights and feedback related to scheduling practices.
Participate in meetings requiring scheduling insights, sharing updates on performance metrics and collaborating on solutions for process improvements.
Utilize computerized scheduling systems to manage appointments efficiently. Perform data entry, block scheduling, and maintain accurate records.
Ensure all necessary medical records and paperwork are prepared and sent with participants for their appointments.
Adhere to departmental and organizational policies, procedures, and objectives, including safety, security, and infection control programs.
Follow all Immanuel Pathways policies, OSHA safety guidelines, and maintain confidentiality and professionalism in all aspects of work.
Perform additional duties as assigned or requested to support the clinic’s operations and mission.

Benefits

HEALTH: Medical, dental, vision, Health Savings Account (HSA), and Flexible Spending Account (FSA)
LIFE INSURANCE: Employer Paid Life Insurance
TIME OFF: Paid Time Off - accruing from day one of employment, Floating Holidays, Paid Holidays, 8 hours of Volunteer Time Off per year
RETIREMENT: 401K with employer match
WELLNESS: Wellness Program and Employee Assistance Program
GROWTH AND DEVELOPMENT: Advancement opportunities (as appropriate) – we look to grow from within our organization, Education Assistance Program – we invest up to $5,250 per year for education assistance paid up front
Plus many more benefits!

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