SURGERY SCHEDULER

JOB SUMMARY

This individual is responsible for scheduling all pre-operative testing and appointments and preparations in order to promote patient confidence in their medical care and to make the surgical experience as smooth as possible; acts as a liaison between the office, surgical facility, patient and primary care physician.


REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

• Strong communication and interpersonal skills
• Well organized with attention to detail • Demonstrated ability to meet deadlines.
• Personable; empathetic with patient's needs and concerns
• Ability to work independently and as a team member.
• Demonstrated computer literacy
• Capability to meet surgical scheduling volume as established by the Surgery Scheduler Coordinator
• May be required to travel to satellite locations

ESSENTIAL DUTIES AND RESPONSIBILTIES include the following. Other duties may be assigned.

• Act as an effective liaison between the patient, surgeon, Team Coordinator of the surgeon, and the surgical facility in all aspects of pre-operative preparations.
• Answer all telephone inquiries from patients, their families, or primary care physicians concerning surgery and/or related concerns documenting all information in EMR. All phone calls should be returned by the end of the day received. All tasks should be addressed within 24 hours.
• Confirm all elements of history and physical have been performed appropriately and support the need for surgery.
• Check patient's blood pressure and pulse, if indicated.
• Under physician supervision, inform patient of any changes that they may need to make with their medications
• Review chart documentation to determine type of lens recommended to cataract surgery patients. Discuss the recommended lens with the patient.
• If patient chooses an Advanced Technology Lens and does not already have a Lens Upgrade Sheet completed the surgery scheduler is responsible for this task.
• Remain on phone queue daily during work hours when not with patients.
• Accurately complete and proof all preoperative paperwork.
• Utilizing EPM, schedule procedure, anesthesia, and location under the correct location, physician and patient.
• Properly schedule all additional patient testing or referrals including, but not limited to, labs, MRI, CT, carotid dopplers, temporal artery biopsies, etc.
• Schedule and obtain medical clearance from PCP if applicable. Insure that Medical Clearance is obtained and dated within 30 days of the procedure.
• Make certain the patient does not have an active Healthcare Power of Attorney. Obtain signed consent from Power of Attorney when applicable.
• All consents are to be viewed and signed on paper by patient or Power of Attorney. Patients/Power of Attorneys should be given copies of any/all consents that are signed.
• Go over patient instructions and insure patient has no questions.
• Schedule all pre and post-operative appointments as appropriate.
• Assist in arranging patient transportation if necessary.
• Task insurance department for approval and advise them of any co-managing optometrists.
• Collect all pertinent information for upcoming surgery, such as charts, lens orders, insurance, H&Ps, and signed consent forms, and transfers to surgical facility.
• Schedule with the facility in a timely manner any add on procedures, amount of time to allow, anesthesia, physician and any other pertinent information that relates to the procedure.
• Provide proper surgical line up and charts to facility in a timely manner. Review charts to insure all Diabetics are at the beginning of the schedule.
• Immediately notify hospital or surgery center via phone or fax of any cancelled surgeries. If patient calls to cancel surgery, a note should be made in Patient Communication Template that surgery has been cancelled and communicated to the chart holder for that physician.
• Immediately move up and/or add patients to fill any gaps left in schedule from cancelled or rescheduled surgeries.
• Prepare and assemble surgical folders.
• Work on group task box daily including scheduling surgeries and referrals.
• Performs other tasks as assigned.

LANGUAGE SKILLS

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.


MATHEMATICAL SKILLS

Ability to add, subtract, multiply and divide in all units or measure, using whole numbers, common fractions, and decimals.


REASONING ABILITIES

Ability to apply common sense understanding to carry out detailed written and oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

EDUCATION AND EXPERIENCE

• High school diploma or equivalent
• Two years' experience in a surgical specialty practice preferred
• COA helpful

CERTIFICATES, LICENSES, REGISTRATIONS

• Assume responsibility for continuous learning by attending in-services, staff meetings and updates.
• Assists all members of your team and more junior employees with training and continuous learning
• If JCAHPO certified, remain current on credit hours and certification • Maintain OSHA and HIPAA compliance.

PHYSICAL DEMANDS

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. While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; and speak or hear. The employee is regularly required to sit and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include ability to adjust focus.


WORK 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. Reasonable accommodations will be made for complete privacy during function of scheduling and talking with the patient. The noise level in the work environment is usually moderate.