Surgery Scheduler

OR Scheduling Coordinator

Shift: 12:00pm - 8:30pm Weekends As Needed

Performs OR scheduling duties according to established procedures. Performs data entry on daily charges for OR and Anesthesia patients to ensure proper revenue is applied. Input all OR records from the previous day by 10 a.m. Answers multi-line phone systems. Rotates assignments as needed between front desk, billing, scheduling, floater. Works holidays and weekends, as needed. Is able to work with surgeons, patients, staff, Anesthesia, and families in a professional manner. Be able to cross train. Embodies the Memorial Health System Performance Excellence Standards of Safety, Courtesy, Quality, and Efficiency that support our mission, vision and values.

To review Memorial's Benefits click here: Benefits - Memorial HR

Qualifications

Education:

High-school diploma.

Licensure/Certification/Registry:

Experience:

Three years medical-secretary experience.

Experience with billing process/system desired.

Other Knowledge/Skills/Abilities:

Proficient on 10-key calculator.

Ability to type 30 wpm or one year of experience that illustrates extensive computer use.

Strong communication skills are essential.

Interpret written procedures to make decisions independently.

Dependability a must.

Ability to act as preceptor and meet learning needs of orientee.

Medical terminology preferred.

Responsibilities

Interacts with a variety of hospital personnel, doctors' offices, patients, and visitors in a manner that enhances delivery of patient care and promotes positive relationships:

• Cooperates with personnel from other departments in a friendly, effective manner.
• Welcomes and directs visitors courteously.
• Answers telephone promptly and identifies unit, self, and job title.
• Uses paging system for physicians, anesthesiologists, and other personnel.
• Uses intradepartmental intercom system.
• Locates surgical personnel upon request.
• Places telephone calls upon request.
• Distributes mail to employee mail boxes.
• Behaves in accordance with hospital guest-relations programs, goals, and MMC Statement of Values.

Processes and communicates information accurately and clearly according to established procedure:

• Discriminates and sets priorities for received information.
• Receives and delivers telephone messages for doctors and residents.
• Delivers emergency and or patient-related telephone messages to personnel.
• Provides appropriate verbal or written information to other departments as necessary.
• Refers requests from news media to Public Relations department.
• Operates pneumatic-tube system correctly.
• Operates hospital computer terminals correctly.
• Operates multi-line phone and several phones efficiently and effectively.
• Operates and maintains normal office machines with care and efficiency.

Performs non-clinical nursing tasks according to policy and established procedure:

• Sends for patients.
• Assembles and imprints OR records with addressograph for patient's chart.
• Assigns surgical assistants and volunteers to run errands per request.
• Processes patient transfers or admits to the appropriate unit.
• Runs daily schedules for the OR staff and other pertinent hospital departments.
• Runs scheduling reports for physicians and OR staff.
• Calls for x-rays for added cases.
• Runs patient-billing report from Cerner system.
• Provides admitting with patient count based on the OR record of operation.
• Watches patients at front desk while waiting for units to pick up.
• Runs errands, picks up x-rays, and delivers specimens on weekends.

Maintains unit record according to established procedure:

• Completes patient charges for OR and Anesthesia patients during the day of surgery.
• Checks and balances OR record of operation with patient-charge sheet.
• Checks and balances OR and Anesthesia records.
• Completes patient records on Cerner system for ELL from previous day by 10 a.m. daily.
• Completes pre-anesthesia evaluation sheets for next-day patients.

Embodies the Memorial Health System Performance Excellence Standards of Safety, Courtesy, Quality, and Efficiency that support our mission, vision and values:

• SAFETY: Prevent Harm - I put safety first in everything I do. I take action to ensure the safety of others.
• COURTESY: Serve Others - I treat others with dignity and respect. I project a professional image and positive attitude.
• QUALITY: Improve Outcomes - I continually advance my knowledge, skills and performance. I work with others to achieve superior results.
• EFFICIENCY: Reduce Waste - I use time and resources wisely. I prevent defects and delays.

Requisition services and maintains supplies and equipment for unit according to need and cost-containment objectives:

• Informs medical secretary of needed office supplies in respect to established standard quantities.
• Places supplies in proper location.
• Maintains adequate supplies of required OR forms.
• Completes dietary requisition for surgeons' lounge monthly.

Assists in promoting efficient functioning of the unit in the interest of patient care:

• Complies with hospital and departmental policies, procedures, and behavioral expectations.
• Follows designated lines of communication and authority in department.
• Assists co-workers when time allows.
• Keeps orderly work area.
• Assists in on-the-job instruction to new secretary trainees.
• Rotates shifts for weekend and complete coverage.
• Notifies appropriate OR, AM Admit, Anesthesia, Holding, and Recovery Room staff of all added and canceled cases.
• Attends 65 percent or a minimum of 6 unit-staff meetings per year, whichever number is greater. Seeks excused absence from supervisor when needed. Reviews and signs minutes.
• Attends mandatory inservices.
• Meets punctuality and attendance expectations.
• Consistently utilizes time and resources effectively and efficiently.
• Cooperates with all members of the health care team.
• Maintains personal cleanliness and appearance.
• Enthusiastically supports and participates in planned changes.
• Accepts responsibility for accurate and timely completion of tasks as assigned.
• Discourages gossip with and about others; does not repeat rumors.

Performs secretarial duties and OR scheduling duties according to established procedure and specific instructions of supervisor:

• Schedules cases accurately with pertinent information noted.
• Notifies specialty-resource nurses regarding special equipment and instrument requests.
• Checks scheduling computer for conflicts in scheduling.
• Refers physician's office complaints to appropriate nursing personnel.
• Confirms scheduling of tentative cases.
• Schedules other departmental services needed (i.e., C-arm from X-ray).
• Notifies Anesthesia department concerning scheduled patients.
• Accurately prepares computerized OR schedule for next day's surgery.
• Prints preference lists and pick tickets two days ahead of surgery schedule.
• Notifies Sterile Processing of all added cases and the correct charge ticket/pick list number.
• Runs reports to support system accuracy and department.
• Sets up and releases blocks appropriately.

Performs other related work as required or requested.

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job. Incumbents may be requested to perform tasks other than those specifically presented in this description.