Associate Director, Scheduling

Job Title:

Associate Director, Scheduling Department:
James | Clinical Operations Administration Scope of Position

The Associate Director of James Patient Access Services is directly responsible for the development, implementation, and overall operation of James Patient Access (JPAS) Services. The Associate Director will ensure that all JPAS programs and processes align with OSUWMC with an emphasis on customer service, financial integrity, and the patient experience. The Associate Director of James Patient Access Services for Registration and Clinic Scheduling Operations is directly responsible for the development, implementation, and overall operation of James Patient Access (JPAS) Services.

Responsibilities for this position include maintaining exemplary quality services within James registration areas as well as scheduling entities embedded within our clinic environments. This includes seven ambulatory site locations as well as admitting and registration services for all of CCCT and The Brain and Spine Hospital (cancer and non-cancer), and scheduling coordination functions within the James surgical pavilions. The Associate Director over James Patient Access Services for Registration and Clinic Access Operations is responsible for departmental staffing within applicable cost centers that includes approximately 220 FTE’s, seven distinct James locations, and approximately 130 clinics and procedural areas.

These clinics include approximately 256 physicians, 212 APPs and patient visit volumes close to 50,000 per month on the average and growing. The Associate Director provides oversight for referral management coming out of our clinics as well as in‑basket encounters with orders and requests coming from the clinical team members related to scheduling. The Associate Director will help guide The James no‑show policy and implementation of practices related to this policy.

The Associate Director will oversee JPAS scheduling operations embedded in the James OR as well as any main campus surgical pavilion responsibilities that lie within the JPAS scope of work. The Associate Director will oversee James registration practices within specific areas and remain focused on quality and productivity metrics and well as CMS and Joint Commission requirements. Average number of patient registrations per month are approximated at close to 34,700 registrations.

The Associate Director will be responsible for meeting all Point of Service Collection metrics which including meeting or exceeding The James current average collection totals of approximately $ per month. The Associate Director will also be actively involved in business planning and development, clinical integration between the JPAS registration and clinic scheduling team (primarily check‑in and check‑out staff) and the clinical team, financial planning, and meeting all customer service and productivity metrics of success.

This position will work closely with administrative and clinical leadership to assure optimal utilization of our resources and exemplary patient throughput. The Associate Director must maintain in‑depth knowledge regarding system capabilities and innovations and use this knowledge for implementation and application for The James service lines. This role will leverage best practices for registration and scheduling and customer service workflows to ensure ongoing improvement for key performance indicators.

The Associate Director is responsible for the business planning and development of the department and its continuous quality improvement initiatives. The Associate Director works with IT technical resources to ensure maximum optimization of the system and appropriate prioritization of remedies. The Associate Director is responsible for strategic planning and collaborative development of the system and for growth opportunities within and outside The James to maintain the mission.

The Associate Director serves as an administrative liaison with key clinical departments to enhance the services provided to our patients. The Associate Director is responsible for the development and implementation of policies and procedures that guide and…