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.
- 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.
