Surgical Services Operations Manager

POSITION SUMMARY:

Under the direction of the Sr. Director of Perioperative Services, the Surgical Services Operations Manager oversees the scheduling and booking of operations for the surgical services department(s) and serves as liaison to internal and external physician practices to assure accuracy and efficiency of scheduling and booking procedures. The Surgical Services Operations Manager will be responsible for non-clinical oversight of the Surgical Services scheduling representatives while performing a variety of booking and scheduling functions independently. Role develops, implements, and manages documentation to improve access to information, oversees efficient progression of case schedule in the OR, and coordinates all secretarial support for the Perioperative Procedural areas. The Surgical Services Operations Managers assist the Sr. Director and all Surgical Services Managers as needed or assigned.

KEY RESPONSIBILITIES:

• Demonstrates respect and regard for the dignity of all patients, families, visitors, and fellow employees to ensure a professional, responsible, and courteous environment.

• Commits to recognize and respect cultural diversity for all customers (internal and external).
• Communicates effectively with internal and external customers with respect to differences in cultures, values, beliefs and ages, utilizing interpreters when needed.

• Oversees daily operation, scheduling, and performance of all secretarial and scheduling staff to meet the needs of the department.
• Functions as a working member of the Surgical Services scheduling team and is a subject matter expert.
• Serves as a resource and liaison for staff and associates regarding departments' nonclinical policies and procedures by effectively communicating and collaborating within and across departments and services.
• Works collaboratively with physician's offices in daily OR schedules and Block Time Utilization.
• Works with Materials Management Analyst in scheduling vendors for all cases and special equipment needed for service line cases; confirm appointment for all such equipment 24 hours before the day of surgery with vendor.
• Maintains adequate time allotments for each procedure scheduled and updates as needed.
• Communicates all changes in the schedule to involved physicians, OR personnel, and other ancillary areas as appropriate; maintains all communication to surgeons and their offices while surgeons are in OR.
• Serves as a liaison to family members accompanying the surgical patient and gives periodic updates as needed.
• In emergency situations, assist OR and PACU managers in notifying appropriate staff and resources.
• Performs record keeping of the OR schedule and staff as required by the Department of Public Health and the Joint Commission.
• Maintains confidentiality of position-acquired information.
• Ensures distribution of on call schedule to the Nursing Supervisors and Telecommunications Department.
• Assist in ordering and maintaining adequate supplies.
• Coordinates with Managers and Directors on implementation of new projects.
• Follows the hospital's Lean Management system and assists in preparation of documentation that supports the culture; assists Operating and PACU teams with Lean Boards.
• Maintains knowledge and continuing education of current regulatory requirements including but not limited to The Joint Commission and DPH. Ensures compliance with local, state and federal applicable regulations.
• Assist with Department(s) management team as timekeeper for all Kronos Payroll and Payroll Records.
• Performs other duties as assigned

REQUIRED KNOWLEDGE & SKILLS

• Ability to solve practical problems and deal with a variety of variables in situations where only limited standardization may exist.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Must be able to reasonably make appropriate judgments in communications and actions with patients, physicians, other associates, outside agencies, and vendors.
• Ability to work both independently and in a team environment
• Ability to organize time and priorities effectively, asking for direction when appropriate. Flexibility to handle multiple tasks and deadline pressures.
• Ability to handle sensitive and confidential matters discreetly and ensure confidentiality guidelines are maintained by staff.

EDUCATION/EXPERIENCE/LICENSURE/TECHNICAL/OTHER:

1. Education: High School Diploma required and a minimum of 3-5 years' experience in a procedural area.
2. Experience (Type & Length): Three years of diverse experience in The Joint Commission and DPH documentation requirements including, but not limited to involvement with local, State and Federal regulatory guidelines. Demonstrates proficiency in math skills and computer literacy.
3. Certification/Licensure:
4. Software/Hardware: Proficient in Microsoft Word, Excel, Power Point, Kronos, and Meditech
5. Other: