Scheduling and Referral Optimization

• Create and organize appointments and managing the daily schedules of medical staff.
• Confirming patient appointments with medical staff
• Sets up all WSIB and WCB assessment work schedules and assigns staff always to ensure adequate staffing and replacement following the guidelines within the service level agreement(s)
• Courteously receive incoming medical staff communication and liaise with other WSIB staff as needed.
• Scheduling referral appointments and follow-up appointments.
• Monitor appointment bookings and cancellations
• Monitor vacation and other special requests according to pre-established procedure(s)
• Once the schedules are posted, manage physician work schedules and do daily tasks (extra staff needed, sick replacement, schedule adjustments, etc.).
• Advises managers of any unusual changes affecting departments

Liaison With Physicians, Psychologists and other Assessment Team Resources

Schedulers must balance the complexities of healthcare scheduling and will:

• Build and maintain a good rapport with physicians and staff.
• Complete partial/ applicable report fields as assigned with information from physician notes and applicable clinical information
• Keep track of physician preferences
• Manage incoming schedule requests
• Build and manage clinician schedules
• Distribute the schedule to all necessary parties (admins, staff, and clinicians)
• Ensure clinicians meet specific goals and requirements depending on their role (e.g., residents meeting certain requirements, physicians not exceeding their time allotments, etc.)
• Schedule across locations or departments
• Prep for holidays, closures, and emergencies
• Advise the medical director of any shortage or over-staffing.
• Maintain good work relationships with the medical director, physicians, psychology resources and other staff
• Updates physician telephone list, manage and keep updated scheduling folder on the network.

Administrative Support

• Provides administrative support to the Chief of Psychiatry, with time dedicate to these tasks spread out throughout each week. Responsibilities may include:
• Calendar management, scheduling meetings and ensuring timely follow-ups;
• Prepares and organizes documents for the Chief for meetings, presentations, and reports;
• Coordinates communication on behalf of the Chief of Psychiatry, including responding to emails, handling phone inquiries, and liaising with internal and external stakeholders.
• Provides other general administrative support as required, such as maintaining records and assisting with travel arrangements when needed.