Surgery Scheduler - Urology

At The Portland Clinic our mission is to be a trusted community collaborating to improve the health and well-being of those we serve. Join our team and let us work together to offer a welcoming, inclusive environment for our patients and the communities we serve.

JOB TITLE: Surgery Scheduler

SUPERVISOR: Office Supervisor/Branch Manager

HOURS PER WEEK: 40/Non-Exempt (M-F 7:30am - 4:30pm)

DEPARTMENT: Nursing Services

HIRING BONUS: $1,000 after 90 days

Looking for a detail-oriented surgery scheduler for 2 busy surgeons.


The following information is designed to outline the essential functions and position requirements of this job. It does not identify all tasks that may be expected, nor address the performance standards that must be maintained.

PRIMARY FUNCTION: Schedules general and local surgeries and procedures as directed by the physicians and/or their office personnel, according to established Portland Clinic policies. Performs a variety of clerical and record-keeping task related to the patients surgery, procedure and/or pre-operative testing. Instructs patients regarding surgery schedule, preparation and insurance issues.

DUTIES AND RESPONSIBILITIES: (*ESSENTIAL FUNCTIONS)
1. Accurately schedule surgeries and procedures in Day Surgery or hospital as directed by the physician using appropriate policies and procedures.*
2. Schedule or make arrangements for pre-operative diagnostic testing with specific branches, or other facilities including hospitals.*
3. Obtain appropriate insurance information from patients scheduling surgeries. Complete appropriate referrals, forms and pre-authorizations.*
4. Copy and send all appropriate lab work, pathology reports, and other pre-op diagnostic test results to appropriate facility.*
5. Educate patients regarding their preparation for procedures or surgery. Provide them with appropriate medication and written information. Advise patients regarding specific medical problems that may impact their surgery, procedure or preparation.*
6. Screen calls and requests and route/escalate messages as needed for procedures or surgeries. Reschedule patients when necessary.*
7. Work closely with Day Surgery, hospital schedulers and physician's Medical Assistants, to maintain current schedules and effective communication regarding delays, cancellations and other scheduling issues.*
8. Answer phone calls from other offices, hospitals, physicians and patients. Take detailed messages using appropriate forms or clinical messaging. Relay information to appropriate person and document following The Portland Clinic (TPC) policies and procedures.*
9. Assist Physicians or Medical Assistants as needed with flow of patients, paperwork, or other patient care and nursing station duties as needed.
10. Follow TPC guidelines for documentation, including use of forms and computer data entry using Electronic Health Record (EHR).*
11. Comply with HIPAA regulations at all times.*
12. Follow OSHA and TPC guidelines and policies for the prevention of the spread of blood-borne pathogens, including; maintaining a clean work environment, use of safety and personal protective equipment and engineering controls. *
13. Maintain safety standards such as use of patient safety equipment, knowledge of emergency procedures, use handrails on stairs, body mechanics and ergonomics.*
14. Maintain current CPR card if appropriate.
15. Attend nursing meetings and in-services.
16. Participate in certain committees.
17. Participate as a team member to assist and train others as needed. Work under the supervision of a Physician, Nurse Practitioner, Registered Nurse or Practical Nurse.*
18. Participate as an active team member in a patient-centered medical home.
19. Employees will not be discourteous or disrespectful to a customer or any member of the public while in the course and scope of company business.*
20. Work in a cooperative manner with management/supervision, coworkers, customers and vendors.*
21. Abide by company policies.*
22. Other duties as assigned.*
23. Maintain regular, in person, work attendance and punctuality, as scheduled.*

REQUIREMENTS:
• High School Diploma or equivalent

PREFERENCES:
• Values team success
• Compassionate, patient, tactful, diplomatic, sociable, well organized, thorough, and independent
• Shows an interest in taking action to increase his/her knowledge and development as an employee
• Contributes to an environment where people feel valued
• Keyboarding skills
• Electronic Health Record competency
• Proficiency in medical software and Microsoft Windows
• Organizational skills and ability to prioritize work flow
• Oral communication skills and excellent phone etiquette with an ability to convey and receive information via the telephone
• Competency in language, grammar, and spelling
• Ability to interact and establish a good rapport with people over the telephone and in person, often in stressful situations
• Capability of effectively working on more than one task without a reduction in the quality of work and service performed
• Ability to react calmly and effectively in emergency situations and to work under pressure
• Ability to accept responsibility and use initiative to proceed with necessary tasks without direct supervision
• Skill in establishing and maintaining effective working relationships with patients and staff

COMPENSATION AND BENEFITS (Benefits eligibility begins at 20hrs/wk):
• 401k plan with employer contributions up to 5% annually
• Roth IRA
• Comprehensive Medical, Dental and Vision insurance
• Flexible Spending Account
• Health Savings Account
• Company provided $10K Group Life/AD&D insurance
• Voluntary benefits: Life/AD&D, Dependent Life/AD&D, Short-Term Disability, Critical Illness, Accident, and Hospital Indemnity
• Norton Identity Theft Protection (optional)
• Pet Insurance (optional)
• 4.92 hours of PTO accrual per pay period (PTO accrual is prorated based upon FTE)
• One paid Wellness day per year
• Seven paid holidays, and 1 partially paid holiday (mid-day closure)
• Employee Assistant Program