Surgery Scheduler

Surgery Scheduler

Inspired by faith. Driven by innovation. Powered by humankindness. CommonSpirit Health is building a healthier future for all through its integrated health services. As one of the nation's largest nonprofit Catholic healthcare organizations, CommonSpirit Health delivers more than 20 million patient encounters annually through more than 2,300 clinics, care sites and 158 hospital-based locations, in addition to its home-based services and virtual care offerings.

As our Surgery Scheduler, you will be a critical orchestrator of complex operational logistics, ensuring seamless alignment of resources, personnel, and services. Every day, you will expertly manage intricate scheduling and resource allocation while meticulously entering and maintaining data. You will also produce schedules, and oversee template maintenance. To be successful in this role, you will bring exceptional organizational skills, meticulous attention to detail, strong communication, and proficiency with scheduling systems. Your proactive approach and commitment to operational precision are paramount.

Consistently demonstrates customer service expectations as outlined in the Dignity Health Medical Foundation audit tools. Consistently makes eye contact and smiles. Demonstrates active listening with positive can do attitude. Consistently respectful, concerned, and shows empathy. Uses scripted greeting. "Thank you for choosing Dominican Medical Foundation, this is (your name) how can I help you" Uses scripted closing at every interaction. "Is there anything else I can do for you" Over the phone and as patients leave the clinic.

Consistently and proactively greets patients when within 3 feet of them. Engages in professional business related conversations in patient areas and avoids personal conversations where patients may hear them. Consistently states first name and wears name badge above the waist. Keeps patient informed about appointment delays and offers solutions every 10 minutes. Consistently demonstrates competence as outlined in the applicable DHMF audit tools and job description. Meets or exceeds telephone performance expectations consistently by answering within 3 rings and keeping abandonment rates below 5%. Verifies and updates, patient demographics and insurance information. Takes legible, clear, complete, and accurate messages per specific expectations outlined by applicable procedures and department supervisor. Accurately completes and documents ROI, HIPAA, and other forms.

Retrieves and prepares patient medical information as needed. Routes, manages, prioritizes, and completes tasks every hour or per specific expectations as outlined by department supervisor. Routes appropriate tasks when applicable to the proper individual or group per specific expectations as outlined by department Supervisor. Accurate collection / data entry of payments and provides a receipt. Follows all cashiering, batching, and end of day balancing procedures. Enters referrals and authorizations within 24 hours of receiving them. Follows up every day on all active and pending referrals and authorizations. Keeps patients informed of the status of their referral or authorization. Accurately within 24 hrs. schedules tests, surgeries, or procedures and provides patients with any preparation instructions needed. Self-initiative to identify opportunities and participate in improving physician efficiencies.

Proactively involves others as appropriate in planning and prioritizing work. Quickly seeks assistance from leadership when unsure of what to do, how to handle a situation, or how to accomplish something. Consistently keeps self-informed and prepared for any situation. Quickly returns calls and responds to requests. Urgent within 1 hour, non-urgent by end of the day if received by 4:30 and before noon the next day if received after 4:30. When issues arise they are taken care of on the spot ASAP. Participates in and supports team and department based meetings and projects. Problem solves to maximize opportunities and minimize unnecessary steps. Keeps work spaces and all patient areas clean and clutter free. Maintains professional appearance and follows all dress code guidelines.

Flexible to change work hours/days, and floats to support others. Initiates ways to increase Physician productivity. Utilizes and maintains equipment properly to minimize repair and service calls, maximize equipment longevity, and increase cost effectiveness. Orders only necessary items, maintains PAR levels, and shares supplies to eliminate unnecessary spending. Utilizes work time efficiently through proper time management. Adheres to time and attendance policies and procedures. Promptly refers patients to billing office for extensive billing questions. Documents insurance cards, referrals, auths and other billing data. Encourages feedback from patients and co-workers. Seeks alternative ways of doing things quicker with less resources. Asks questions.

Reports items that require attention. Shares ideas and gives feedback. Initiates and offers ideas and solutions when problems arise. Can verbalize fire and disaster plan. Meets all OSHA standards. Attends all required training as scheduled. Knows how to utilize incident reporting system and compliance hotline. Adheres to all patient confidentiality requirements.

Required:

• Six (6) month's experience in an outpatient setting as a Medical Office Receptionist preferred; or an equivalent amount of experience in a high-volume customer service role in another industry/environment; or six (6) months experience as a Phone Receptionist or Health Information Associate within Dignity Health Medical Foundation
• High School diploma or equivalent
• Excellent interpersonal, organizational, and customer service skills are essential
• Keyboarding skills and the ability to utilize computer equipment and software are required as is experience with other types of standard office equipment

Preferred:

• Familiarity with an electronic practice management system is preferred
• Experience with multi-line phones/ACD phones preferred Medical terminology preferred