Scheduling Supervisor, Full Time

Cabinet Peaks Medical Center is looking for a Scheduling Supervisor to join our Surgical Services Team!

The surgery Scheduling Supervisor will supervise other schedulers, overseeing their daily tasks and auditing their efficiency. The Scheduling Supervisor is responsible for ensuring that all surgical procedures are scheduled and coordinated effectively, ensuring a smooth workflow of the entire surgical process. Works directly with patients, surgeons, and other medical providers. The Surgical Supervisor has strong communication and customer service skills. Performs administrative and certain clinical duties under the direction of the Surgery Manager. Administrative duties include scheduling appointments, maintaining medical records, scheduling surgeries, and scheduling preoperative appointments. Provides customer service, both in person and via telephone to physicians' offices, hospital clinics and all customers needing case scheduling, problem resolution, etc. Assists with Meditech application updates on case card lists and pick lists, functions as Department “Super User” for Meditech OR Module implementation and maintenance.

Major Job Duties and Responsibilities

Maintains a consistent supply of office items needed for surgery.

Oversees the printer and fax machine: Receiving faxed provider order and patient reports.

Orders pathology sheets and specimen containers: Helps maintain a sufficient inventory.

Answers phones and direct calls to appropriate personnel.

Maintains consistent communication throughout day: patient arrival, location, and helps direct patients to appropriate location.

Assist RN with patient transfers.

Liaison between physicians and surgical staff.

Works directly with surgery manager daily.

Attends meetings: HIT Meeting, OB, and Surgery committee.

Brings information to surgery staff meetings.

Gathers charts and takes to appropriate location including Medical Records.

Schedule Surgical Pre-operative appointments with patients.

Receives preoperative operative orders from providers, setting up a pre-operative appointments.

Organizes preoperative folders with patient education and information.

Collaborates with admissions on patient account information and arrival time.

Collects necessary reports for patient charts needed prior to pre op including Lab work, EKG, X-Ray, Ultrasounds, and other needed patient reports for Anesthesia/Nursing staff.

Contacts each patient prior to each appointment to confirm arrival time.  Answers patient questions.

Prints Pre-Operative schedule for nursing staff, highlighting patient specifics prior to appointment: Lab work and any additional studies.

Collaborating with orthopedic clinic to help streamline the joint class implementation for total joint patients for a successful program.

Ensures that all necessary documentation and medical records are completed and filed accurately.

Schedules procedures and surgeries.

Reviews provider/ clinical notes for admissions to utilize for surgical/procedure authorizations.

Maintains consistent communication with surgery staff on upcoming cases, including the anesthesia providers.

Emails reps from both orthopedics and pain clinic to inform them of upcoming surgical cases or procedures requiring implants/supplies etc.

Prints lab work done on day of pre-operative appointment to have in chart for pre-operative phone call, done prior to surgery arrival day.

Maintains consistent and ongoing communication with appropriate departments within the organization including Acute Care, Rehab, Emergency Services, Dietary, IT, and Admissions.

Collaborates with outside facilities including Pain clinic, Orthopedic clinic, Cabinet Peaks Family Medicine, Community Health Center, and outside facilities in surrounding areas.

Assembles charts for both inpatients and outpatients communicating with nursing staff/providers when documents are missing.

Works directly with both the Holistic Pain Management Team and Pain Clinic to schedule procedures and follow up appointments.

Checks Advanced Beneficiary Notice for pain clinic patients with Medicare prior to procedures.

Maintains anesthesia charges daily.

Charges are put into Meditech on the day of procedures and supplies used.

Cases done over the weekend: Collects appropriate documents for charges.

Verifies anesthesia procedural charge codes and procedural codes.

Updates Anesthesia procedural charge sheet: staying consistent with new procedures/surgeries. Makes sure charge codes are correct, consistent.

Runs PCS report, reporting, and handling discrepancies with billing.

Fax Anesthesia record to pharmacy.

Fax anesthesia report to billing office.

Computer Systems and EMR.

Assists with Meditech upgrades.

Builds surgical procedures in Meditech: attaching charge codes, severity codes, and preference cards.

Utilizes E-Clinical for General Surgery when scheduling procedures.

Strong typing and computer skills.

Skills, Knowledge, and Abilities

Possess excellent prioritization, organization, and time management skills.

Exhibits very good computer skills requiring order entry and patient registration applications and the ability to work at a computer terminal for extended periods of time on a daily basis.

Functions independently with self-confidence in a highly stressful environment while practicing within scope of practice.

Ability to read, write and communicate clearly in English.

Ability to work with frequent interruptions with limited supervision.

Knowledge of surgical equipment, instruments, and supplies.

Knowledge of healthcare terminology, abbreviations, and systems preferred.

Knowledge of infection control and surgical guidelines.

Ability to assemble and update patient charts and profiles.

Education Requirements

High school diploma or equivalent required.

Experience

Three years of directly related experience preferred. 

Growth opportunity within the Surgery Scheduling Supervisor position.  

Schedule

Full-Time position, 36-40 hours per week.  Day shift. 

Benefits Package Available.