Surgery Scheduler

Job Title

Cardiac Procedures Unit (CPU) Surgery Scheduler

Job Description

The Cardiac Procedures Unit (CPU) Surgery Scheduler serves as the central coordinator for procedural scheduling in OpTime, ensuring the efficient utilization of procedure lab time, staff, and equipment. This role involves managing cardiac procedure lab schedules, reviewing booking requests, and maintaining accurate patient and procedural records in compliance with facility policies. Responsibilities include verifying and preparing health records, ensuring the availability of necessary equipment, and generating reports related to procedure lab activities.

As a key communicator, the CPU Scheduler delivers exceptional customer service to patients and their families by facilitating the scheduling process for cardiac procedural cases. They liaise with physicians, nurses, physicians' offices, and other healthcare departments to relay updates on scheduling policies and operational adjustments. Additionally, the CPU Scheduler manages procedure lab calendars and schedules inpatient and outpatient cardiac procedures.

Responsibilities

Duties of the position include but are not limited to the following:

• Patient Scheduling:
• Schedule cardiac procedures by patient needs, physician availability, and facility schedules to ensure the smooth flow and progression of scheduled cases within the procedure labs at all University of Michigan sites including the Academic Medical Center, U-M West and U-M Sparrow.
• Organize and secure procedure dates for patients through direct contact in a clinic or via phone.
• Exercise initiative, independent judgment, and a service-oriented attitude while calling patients to schedule procedures and provide instruction to prepare patients for their procedure based on established protocols.
• Coordinate and schedule pre- and post-procedural testing appointments and follow-up return visits as directed by faculty and/or nursing staff.
• Schedule Management:
• Utilize the electronic medical record to create and maintain the procedure lab schedule, considering physician availability, anesthesia coverage, procedure complexity, lab capacity, and appropriate turnaround times.
• Review and compare various calendars to verify which dates are available.
• Prioritize and maintain procedure depots and waitlists.
• Cancel/reschedule pre- and post-procedural appointments according to physician schedule changes and notify appropriate clinic personnel.
• Monitor and adjust schedules based on changes in patient status or unexpected events.
• Assign procedure labs and equipment to each case and initiate requests for urgent/emergent overbooks as well as incremental rooms as needed.
• Ensure information such as procedure details and required equipment is entered into MiChart correctly.
• Open and close lab schedules as directed.
• Schedule or reserve dates and times with the patient.
• Communication and In-Basket Coordination:
• Serve as the primary contact for direct procedure scheduling calls from our Call Center.
• Continually monitor the scheduler in-basket in MiChart for new messages.
• Triage patient calls to nursing staff or physicians as appropriate.
• Answer patient queries of a general or program-related nature.
• Administrative Tasks:
• Assist with quality improvement initiatives related to cardiac procedure lab scheduling.
• Perform other duties as assigned.
• Manage daily work queues.
• Manage phone calls from internal and external customers related to cardiac procedures

Required Qualifications

• High school diploma or GED.
• Minimum of one year of surgery or cardiac procedure scheduling or clerical scheduling experience in an outpatient or inpatient clinical center or hospital setting.
• Experience working with Microsoft Office (Outlook, Word, Excel).
• Utilize discretion and appropriate judgment regarding sensitive and/or confidential matters.
• Strong organizational skills and the ability to complete multiple tasks within established and changing deadlines.

Desired Qualifications

• Minimum of three years of surgery/procedure scheduler or clerical surgery/procedure scheduling experience in an outpatient or inpatient clinical center or hospital setting.
• Computer proficiency in scheduling software and electronic medical records.
• Knowledge of HIPAA/Confidentiality.
• Experience scheduling in both MiChart and OpTime.
• Knowledge of medical terminology.
• Strong communication and interpersonal skills.
• Ability to work professionally, effectively, and positively as a team member with staff.
• Ability to work under pressure, be flexible, and manage multiple priorities.
• Commitment to Service Excellence for patients, families, faculty, and staff.
• Attention to detail, follow-through.
• Excellent written and verbal skills.
• Time management and ability to meet deadlines.

Work Schedule

This position is Monday-Friday from 8:00am-4:30pm.

Union Affiliation

This position is covered under the collective bargaining agreement between the U-M and the Service Employees International Union (SEIU), which contains and settles all matters with respect to wages, benefits, hours, and other terms and conditions of employment.

Background Screening

Michigan Medicine conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings. Background screenings are performed in compliance with the Fair Credit Report Act. Pre-employment drug testing applies to all selected candidates, including new or additional faculty and staff appointments, as well as transfers from other U-M campuses.

Application Deadline

Job openings are posted for a minimum of seven calendar days. The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled any time after the minimum posting period has ended.

U-M EEO Statement

The University of Michigan is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.