Operating Room Scheduling Coordinator

JOB SUMMARY

The Operating Room (OR) Scheduling Coordinator 1 schedules surgical procedures and adjusts surgical schedules to ensure maximum utilization of resources and notifies appropriate personnel of scheduled dates and times. This position also maintains related systems and performs other associated duties.

ESSENTIAL FUNCTIONS OF THE ROLE

• Coordinates customer needs to facilitate patient care planning activities and create a positive experience for the patient as well as internal customers. Instructs patients of tests and procedures, appointments, check-in locations and other general information in a professional and courteous manner and in accordance with policies and procedures. Coordinates hospital admissions and communicates with patient as needed.
• Answers and screens phone calls for the office or department; routes calls within established customer service guidelines; accurately records messages and delivers to the appropriate party in a timely manner; checks voicemail frequently. Effectively screens and edits confidential correspondence and documents related to patient care and delicate administrative issues in accordance with established policies and procedures.
• Provides scheduling help to ensure department's efficiency. Coordinates and communicates with surgeons, surgeons' staff, OR staff and other departments about orders, special requests, number of Operating Rooms available and necessary scheduling information. Coordinates changes, postponements, cancellations and preferred order of cases with physicians' staff as well as Surgical Services and day surgery units. Informs Surgical Services of possible conflicts of use of equipment in the OR. Coordinates posting of cases involving multiple services and surgeons. Monitors surgeon lineup for next day surgeries and revises, as needed. Informs OR staff of equipment needs, conflicts and specialties.
• Assembles, prints and distributes OR schedules. Publishes tentative schedules for five days in advance and posts at Control Desk in OR. Produces a three-day schedule for the day surgery management and staff, OR Director and Admitting Department for pre-certification of inpatients.
• Enters data into OR scheduling system, generates Anesthesia Record (Form 26) and files appropriately. Maintains patient confidentiality. Edits electronic blue tickets.
• Communicates to departments when surgery blocks returned. Releases and reassigns return surgery blocks. Builds new blocks periodically and redistributes blocks according to utilization. Attends block booking meetings. Coordinates with clinic training staff to provide education of scheduling software and block booking.
• Adds, edits, transfers, deactivates and maintains staff in the perioperative database (I-Path and PARIS) with correct security access and passwords. Monitors, reports and works with the IS Administrator to resolve any database issues.

KEY SUCCESS FACTORS

• Knowledge of medical terminology, diagnostic coding (CPT/CD9 preferred) and basic math skills preferred.
• HAR Appointment Manager preferred or other scheduling system software knowledge.
• Performs job duties in a manner consistent with organization and departmental safety policies and procedures. Completes update on safety through the organization's computerized education system on an annual basis; reads, knows and signs the MSDS manual on an annual basis.
• Proven written and verbal communication skills.
• Exceptional attention to detail, with time management skills.

BENEFITS

Our competitive benefits package includes the following

• Immediate eligibility for health and welfare benefits
• 401(k) savings plan with dollar-for-dollar match up to 5%
• Tuition Reimbursement
• PTO accrual beginning Day 1

Note: Benefits may vary based upon position type and/or level

QUALIFICATIONS

• EDUCATION - H.S. Diploma/GED Equivalent
• EXPERIENCE - 1 Year of Experience