Support Staff Specialist - Scheduling

We have the great privilege of helping patients and families re-build their lives. It's extraordinarily meaningful work and the reason we greet the day with optimism and anticipation. When patients "Ask for Mary," they experience a culture that has been sculpted for more than a century. Our hallmark is to carefully listen to patients and innovatively serve them. This is true of every employee, from support staff and leadership, to clinicians and care providers.

Mary Free Bed is a not-for-profit, nationally accredited rehabilitation hospital serving thousands of children and adults each year through inpatient, outpatient, sub-acute rehabilitation, orthotics and prosthetics and home and community programs. With the most comprehensive rehabilitation services in Michigan and an exclusive focus on rehabilitation, Mary Free Bed physicians, nurses and therapists help our patients achieve outstanding clinical outcomes. The growing Mary Free Bed Network provides patients throughout the state with access to our unique standard of care.

Mission Statement

Restoring hope and freedom through rehabilitation.

Employment Value Proposition

At Mary Free Bed, we take pride in our values-based culture:

• Diversity, Equity, and Inclusion. Our Commitment to providing an inclusive environment for patients, families, staff, and community, through embracing Diversity, Equity, and Inclusion T.O.G.E.T.H.E.R.
• Focus on Patient Care. A selfless drive to serve and heal connects all MFB employees.
• Clinical Variety and Challenge. An inter-disciplinary approach and a top team of professionals create ever-changing opportunities and activities.
• Family Culture. We offer the stability of a large organization while nurturing the family/team atmosphere of a small organization.
• Trust in Each Other. Each employee knows that co-workers can be trusted to make the right decision for our family, patients, staff, and community.
• A Proud Tradition. Years of dedicated, quality service to our patients and community have yielded a reputation that fills our employees with pride.

Summary

Assist inpatient therapy and care management departments with clerical tasks and paperwork requirements. Maintain team conference schedules and communications. Assist with coordination of interdepartmental projects as needed. Responsible for supporting the interdisciplinary rehabilitation team by scheduling clinical evaluations, treatments, and events for all patients of MFB Inpatient Hospital.

Essential Job Responsibilities

• The primary responsibility of this role is to complete daily therapy scheduling by maintaining patient/ therapist schedules, completing associated documentation and communications. This may include, but not limited to, PT, OT, SLP, Recreation Therapy, Psychology, Nutrition, Respiratory Therapy, Nursing blocks, Interpreters, outside appointments and MD visits.
• Be proficient and assume "super user" status of Electronic Scheduling Software.
• Assists members of the interdisciplinary team in resolving scheduling conflicts and adjusting for staff absences, team meetings, and PTO needs.
• Assist interdisciplinary team to ensure patients are receiving the minimum required amount of therapy per insurance guidelines, including adjusting schedule for missed minutes
• Maintain departmental records and electronic filing systems on a timely basis. (Safety Data Sheets, Electronic Medical Records, etc.)
• Maintain optimal par levels for equipment supplies needed for inpatient therapy and care management.
• Maintain required calibrations for designated rehabilitation equipment used with patients.
• Track, prepare and distribute required patient materials (ie: admission packets, memory journal, graduation materials)
• Perform administrative tasks including, but not limited to:
  
  
  
  • Sort and distribute departmental mail
  • Manage all data entry as necessary and assigned
  • Complete departmental copying
  • Manage departmental phone lines as appropriate
  • Schedule meeting rooms as requested and communicates changes as necessary.
  
  
  
  
• Access, navigate and interpret multiple reporting platforms, including, but not limited to internal website, electronic medical record (EMR), and data analytics and reporting.
• Develop and organize required interdisciplinary team conference schedules for all Inpatient Rehabilitation Physicians and respective teams.
• Perform other operational tasks as assigned.
• Embrace Diversity, Equity and Inclusion, by:

Treating everyone with dignity and respect

Opening more doors to opportunities for underrepresented cultures

Growing talent and people

Evaluating and eliminating disparities

Taking action against injustices, bias and racism

Honoring our differences and how to collaborate

Educating staff, patients and the communities we care for

Restoring Hope and Freedom, together

Customer Service Responsibilities

Demonstrate excellent customer service and standards of behaviors as well as encourages, coaches, and monitors the same in team members. This individual should consistently promote teamwork and direct communication with co-workers and deal discretely and sensitively with confidential information.

Responsibilities in Quality Improvement

Contribute by identifying problems and seeking solutions. Promote patient/family satisfaction where possible; participates in departmental efforts to monitor and report customer service.

Essential Job Qualifications

• High School diploma or equivalent.
• Excellent telephone and customer service skills
• Excellent problem solving/critical thinking skills
• Excellent organizational skills

Preferred Job Qualifications

• Associates Degree
• Knowledge of clinical rehabilitation.
• Minimum of 1-year previous health care experience.
• Knowledge of medical terminology.
• Knowledge of insurance authorization/reimbursement guidelines for rehabilitation

Physical Requirements for Essential Job Qualification

Levels:

• None (No specific requirements)
• Occasionally (Less than 1/3)
• Frequently (1/3 to 2/3)
• Majority (More than 2/3)

Remain in a stationary position: Majority

Traverse or move around work location: Occasionally

Use keyboard: Majority

Operate or use department specific equipment: _____

Ascend/Descend equipment or ladder: _____

Position self to accomplish the Essential Functions of the role: Majority

Receive and communicate information and ideas for understanding: Majority

Transport, position, and/or exert force:

Up to 10 pounds: Occasionally

Up to 25 pounds: _____

Up to 50 pounds: _____

Up to 75 pounds: _____

More than 100 pounds: _____

Other weight: Up to___ pounds _____

Other: _____

The above statements are intended to describe the general nature and level of work being performed by employees in this classification. If you require a reasonable accommodation to perform the essential functions of this position, you must request accommodation in writing, within 182 days after you know or should know of the need for accommodation.

Mary Free Bed is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, age, genetic information, veteran status, disability, or other legally protected characteristic.