Scheduling Manager

iScope Concussion & Pain Clinic is a specialized treatment and assessment centre offering a range of services and treatments with several locations across Canada. Our clinics use a variety of diagnostic tools to identify the root cause of a patient’s pain. Our team of highly skilled Physicians and Allied Health Professionals work together and provide a personalized treatment plan so our patients can feel better sooner. We are committed to helping patients manage their pain effectively and improve their quality of life, in addition to a seamless and positive healthcare experience while providing a high standard of care.

**ROLE SUMMARY**

iScope Concussion & Pain Clinics is seeking a highly organized and efficient Scheduling Manager to join our dedicated team. The Scheduling Manager will play a critical role in ensuring smooth operations by effectively coordinating and managing the schedules of our patients with physiotherapists, counsellors, and kinesiologists. The primary objective of this role is to optimize the clinic's schedule, minimize unused appointment slots, and reduce waiting times for our patients.

**KEY RESPONSIBILITIES**:

- Patient Communication: Maintain open lines of communication with patients to schedule, reschedule, or cancel appointments as necessary. Provide clear and concise instructions regarding appointment dates, times, and any specific requirements.
- Schedule Optimization: Continuously monitor and evaluate the clinic's schedule to maximize appointment bookings, minimize unused time slots, and maintain an optimal flow of patients. Regularly assess and adjust the schedule to accommodate urgent cases or cancellations.
- Waiting Time Management: Implement strategies to minimize patient waiting times by strategically organizing appointments and allocating resources effectively. Proactively communicate any changes or delays to patients, ensuring they are informed and supported throughout the process.
- Documentation and Record Keeping: Maintain accurate and up-to-date records of patient appointments, cancellations, and rescheduling requests. Utilize appropriate software or scheduling systems to track patient information, schedules, and other relevant data.
- Team Collaboration: Collaborate closely with physiotherapists, counsellors, and kinesiologists to ensure the schedules are aligned and optimized. Coordinate with the clinical team to address any scheduling conflicts or challenges that may arise.
- Patient Satisfaction: Strive to provide exceptional customer service to patients by ensuring their appointments are scheduled in a timely manner and their needs are met. Address patient inquiries, concerns, or complaints related to scheduling promptly and professionally.
- Process Improvement: Identify opportunities to enhance scheduling procedures, streamline operations, and improve overall efficiency. Make recommendations to management for implementing innovative scheduling practices or tools.

**QUALIFICATIONS**:

- High school diploma or equivalent; additional education or certification in healthcare administration, medical office management, or related field is a plus.
- Proven experience in appointment scheduling or similar administrative role, preferably in a healthcare or rehabilitation setting.
- Exceptional organizational skills with the ability to manage multiple schedules and priorities effectively.
- Strong communication and interpersonal skills to interact with patients, clinicians, and other team members.
- Proficiency in using electronic medical record systems and other relevant tools.
- Ability to adapt to changing circumstances and adjust schedules accordingly.
- Attention to detail and accuracy in record keeping and documentation.
- Empathy and understanding towards patients dealing with concussion and related conditions.

**Benefits**:

- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Langley, BC: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (preferred)

**Experience**:

- appointment scheduling: 1 year (required)

Shift availability:

- Day Shift (preferred)

Work Location: In person