Scheduling Coordinator

New York Blood Center Inc • City of Rye, NY

26d

About The Position

This position is responsible for the coordination of all daily schedule activities of Clinical Services. The role involves coordinating clinical services staff schedules for daily and emergency cases, preparing work schedules for mobile staff, and ensuring equipment and supplies are available for all procedures. The coordinator will intake information from customers on new patients, confirm scheduled cases with hospital customers, and support managers in ensuring adherence to NYBC, FDA, AABB, and FACT state regulations. Additionally, the role manages documentation, provides coverage for billing and data entry, prepares various reports, promotes excellent customer service, coordinates web appointments, and attends educational workshops. Key administrative duties include preparing credential packets, creating and filing charts, managing employee timekeeping, and maintaining the Vacation and Sick Time Grid. The position also involves making recommendations to improve organizational processes and performing any related duties as assigned.

Requirements

• High School diploma required.
• Three to five years of medical or health care related experience required.
• Knowledge of basic medical terminology and understanding of diseases treated by CAS and procedures for PAT
• Knowledge of hospital practices, policies, procedures and guidelines
• Knowledge of a variety of Microsoft Office Suite (Word, Excel. PowerPoint)
• Knowledge of databases. (i.e. File maker pro)
• Strong attention to detail in all work processes.
• Ability to work independently with minimal supervision.
• High level of interpersonal skills to handle a variety of complex issues and situations. Position requires demonstrated poise, tact and diplomacy in dealing with a variety of staff up to and including executive leadership.
• Ability to communicate clearly, both in writing and verbally, to others in one-on-one or small group settings.
• Ability to interact with individuals at all levels of the organization and customers in a helpful, courteous and friendly manner while demonstrating sensitivity to and respect for diverse populations.
• Ability to work in a strong team environment.
• Ability to plan and organize job tasks or resources in an efficient manner.
• Ability to be responsive and available to management in order to address issues and concerns as they arise.
• Ability to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.
• Ability to use logic and reasoning to identify and analyze the strengths and weaknesses of alternative solutions, conclusions or approaches to problems within established policies and procedures.
• Ability to identify complex problems in a timely manner, decipher information to develop and evaluate options and implement solutions.
• Any combination of education, training and experience that has supplied the necessary knowledge, skills and experience to perform the essential functions of the job.

Nice To Haves

• Associate degree preferred.

Responsibilities

• Coordination of all daily schedule activities of Clinical Services.
• Coordinate all clinical services (i.e. RN, Tech) staff schedules for daily and emergency cases ensuring all staff and managers are updated.
• Prepare work schedules for Clinical Services mobile staff for approval by Management.
• Work with Logistics to ensure equipment/supplies are available for all procedures.
• Intake information from customer on all new patients ensuring all pertinent information is captured (i.e. demographics, case information) and convey to the appropriate manager /designee.
• Confirm scheduled cases to hospital customers within a 24 hour timeframe.
• Support Managers to ensure all daily activities for professional and technical staff are in alignment with NYBC, FDA, AABB and FACT state regulations are followed.
• Ensure accuracy and compliance with NYBC SOPs and Procedures; and make applicable corrections and reports all deviances to the appropriate Manage/designee per NYBC SOP's.
• Manage all documentation from CAS and PAT staff to ensure timely submittal and participate in the daily reconciliation and review of paperwork received and follow up on paperwork not received.
• Provide coverage for billing and data entry and other administrative tasks.
• Prepare reports on quality indicators, machine quality control and staff performance, as well as quarterly reports.
• Promote excellent Customer Service.
• Coordinate web appointments for Dendreon, NMDP and Research Cases.
• Attend educational workshops and vendor and industry training, etc.
• Prepares credential packet.
• Create, file and enter charts into chart tracking system.
• Time keeping – Reconcile and manage employee time (using TC-1 as approved by management).
• Maintain Vacation and Sick Time Grid for employees.
• Makes recommendations to improve organizational processes.
• Any related duties as assigned.

Benefits

• For applicants who will perform this position in New York City or Westchester County, the proposed hourly rate is $31.00 p/hr. For applicants who will perform this position outside of New York City or Westchester County, salary will reflect local market rates and be commensurate with the applicant’s skills, job-related knowledge, and experience.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED