MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. High School or equivalent level of education and 4 years medical office experienceORAssociate's Degree and 1 year medical office experienceORBachelor's Degree in a Business field.

EXPERIENCE:

1. Two (2) years of surgical scheduling experience.

PREFERRED QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Bachelor's Degree in Healthcare Administration

EXPERIENCE:

1. Three (3) years of surgical scheduling experience.

CORE DUTIES AND RESPONSIBILITIES:The statements described here are intended to describe the general nature of work being performed by people assigned to this position. They are not intended to be constructed as an all-inclusive list of all responsibilities and duties. Other duties may be assigned.

1. Serves as first point of contact for resolution for all issues related to the surgical scheduling process including utilization of OR service block and resolution of pre-certification issues as they arise.

2. Assigns physician administrative assistant/surgical scheduling coverage when Administrative Assistant/Surgical Schedulers are out of office - works closely with department administrator. Acts as surgical scheduler backup for other services as needed. May or may not approve time away from the office - PDO, sick leave, etc

3. Responsible for departmental OR surgical release process. Works closely with departmental administrative assistant/surgical schedulers, physicians and OR scheduling office to ensure maximum utilization rates.

4. Participates in hiring process and disciplinary process for administrative assistant/surgical schedulers in conjunction with department manager and department administrator.

5. Manages all aspects of surgical scheduling for assigned patients in a timely manner. Collaborates with all members of

the multidisciplinary team to facilitate surgical scheduling process. Provides education as needed to staff, physicians

and patients regarding process.

6. Coordinates specialty clinics as needed, working closely with clinic manager to ensure proper scheduling, staffing and processes.

7. Responsible for all department elective and emergent surgery scheduling. Assists in scheduling urgent and emergent surgeries.

8. Participates in hiring process and disciplinary process for surgical schedulers in conjunction with department associate administrator.

9. Responsible for managing department depot to ensure cases are scheduled and/or removed timely.

10. Schedules surgeries in operating rooms, clinic treatment rooms, Cancer Center and outreach facilities. Continuously monitor and review length of specific procedure with specific surgeon to ensure optimal utilization of OR time.

11. Schedules all pre-admission testing for cases. Coordinates all pre-operative and ancillary testing needed prior to surgery.

12. Communicates information regarding upcoming surgical procedures to patients, families and referring providers within scope of knowledge.

13. Notifies surgeon and clinical team if procedure is denied. Offers assistance and possible alternatives as needed.

14. Displays intimate knowledge of procedure schedule; will be required to have in depth understanding of Clinical staff, equipment and OR availability, to provide requested procedures.

15. Works with the patient to provide appropriate appointment for procedure. Updates patients of procedure details. Send patient a letter (copies referring provider), with detailed instructions (required prescriptions if applicable)

16. Monitors receipt of all clearance letters (medical/cardiac/pulmonary) prior to scheduling of the procedure. Ensures all paperwork is completed and scanned into EPIC to include consents, clearances and outside testing results. Keeps meticulous records and monitors all needed information. Completes any missing information; provides Referring Clinical Staff with request forms that aid in the determination of medical procedure, necessity of treatment, and/or necessary follow up. Scheduler serves as a contact for future questions or concerns.

17. Understands the procedure schedule, preference of staff physician performing the procedure and other information that could determine patient presenting to procedure room. Intent is to work with all parties involved, under the direction of the manager/administrator/associate administrator, division Physician, clinical staff, referring physician office and patient. Notify surgeon and appropriate clinical staff if procedure is denied, offers assistance and possible alternatives as needed. Coordinates surgeon's availability with insurance company to override denial in lieu of a "peer to peer" request. Ultimate intent of accomplishing 100% procedure show rate.

18. Coordinates with other departments and surgeons if co-surgery is requested. Will manipulate schedule to accommodate both surgeons and circumstances.

19. Drafts, proofreads, prepares, organizes and coordinates the preparation of correspondence, complex itineraries, publications, data and materials for emails, newsletters, presentations and reports.

20. Once patients identified for surgery, surgical scheduler is notified and inputs patient/case information in OpTime to start case, arrange preadmission testing and select surgical date.

21. Establishes and monitors detailed calendar of each surgeon and uses this information in conjunction with OR schedule in order to proficiently schedule all cases in a timely fashion and provide best time utilization for surgeon. Will make every effort to schedule cases within the appropriate times for the surgeon and OR. If unable to accomplish this based on urgency or case specifics, will work with management and/or surgeon to make an appropriate compromise.

22. Communicates information regarding impending surgery to patients and their families within scope of knowledge either in clinic or through telephone communication.

23. Continuously monitors and reviews length of specific procedures with individual surgeons/division to ensure optimal utilization of service block.

24. Manages/coordinates process to ensure service block time is utilized in department. Fills canceled procedure times with future cases and keep schedule full. This will require careful management and knowledge of internal staff schedules and preferences.

25. Coordinates recall procedure to ensure patients get appropriate follow up

26 Ensures procedure reports are sent to referring providers

27. Coordinates OnDemand procedures to ensure efficient patient scheduling

28. Responsible for the coordination and scheduling for department faculty, divisions chiefs and APPs including local, state, regional, national and international meetings. Responsible for calendar management - uses discretion on importance and sensitivity of the requests. Prepares and assists in travel arrangements and completes reimbursement paperwork.

PHYSICAL REQUIREMENTS:The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Ability to sit for extended periods of time

2. Hearing (aid permitted) - must be able to function without use of lip reading

3. Visual acuity (corrected) - keen for both distant and near objects/individuals (i.e. ability to read small print)

WORKING ENVIRONMENT:The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Working closely with others

2. Normal office setting with electrical equipment (i.e. telephone, personal computer, copier, fax machine, etc.)

3. Computer Software/Systems include but are not limited to:

*Microsoft Office Professional Suite (Outlook, Word, Excel,Access)

*InternetExplorer

• Patient InformationSystem

SKILLS & ABILITIES:

1. Ability to type 25 wpm preferred.

2. Knowledge and understanding of medical terminology.

3. Possesses the interpersonal skills to positively and effectively communicate, negotiate, and resolve conflict.

4. Basic computer knowledge and ability to operate standard office software preferred

5. Capable of independent judgement and action

6. Cooperatively interacts with the health care team to support and contribute to the shared group goals.

Additional Job Description:

Scheduled Weekly Hours:

Shift:

Exempt/Non-Exempt:

Company:

Cost Center:

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