Surgical Scheduler

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Coordinates all master clinical and administrative schedules for inpatient (OR) and outpatient (clinic) volume for physician, resident, and clinical support staff. Monitors and notifies all parties involved regarding time changes and schedules. Coordinates pre-admission and ancillary testing done in department. Coordinates and schedules elective and emergent surgeries. Independently performs a wide range of administrative duties, support and coordination of administrative, clinical, educational and research activities in a rapidly changing environment. Leads, coordinates and has direct responsibility for a wide variety of projects related to clinical, administrative, research and educational activities on behalf of the department faculty, division chiefs, residents and APPs.

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. High School or equivalent level of education and two years medical office experience OR Associate’s Degree and one year medical office experience OR Bachelors’ Degree in Business Administration, Healthcare Administration or related field.

CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position.  They are not intended to be constructed as an all-inclusive list of all responsibilities and duties.  Other duties may be assigned.

1. Responsible for master clinic and OR scheduling. Reviews schedules: adds and deletes clinics.  Monitors all physicians, residents clinical support staff schedules.  Ensures monthly call schedule is maintained. Schedules staff and operating rooms based on physicians schedules. Reschedules patients due to overbooked or canceled clinics.  Reconciles conflicting assignments.

2. Coordinates specialty clinics as needed, working closely with clinic manager to ensure proper scheduling, staffing and processes.

3. Responsible for all department elective and emergent surgery scheduling. Assists in scheduling urgent and emergent surgeries.

4. Schedules surgeries in operating rooms, clinic treatment rooms, Cancer Center and outreach facilities.  Continuously monitor and review length of specific procedure with specific surgeon to ensure optimal utilization of OR time.

5. Schedules all pre-admission testing for cases. Coordinates all pre-operative, post-operative and ancillary testing needed prior to surgery.

6. Communicates information regarding upcoming surgical procedures to patients, families and referring providers within scope of knowledge.

7. Arranges pre-certification and authorization with third party payers as necessary.  Works closely with hospital Pre-Certification Department to resolve issues.  Responsible for pre-certification and authorization for Worker’s Comp patients.  Refers patients requiring financial assistance to social services and financial counselors.

8. Displays intimate knowledge of procedure schedule; will be required to have in depth understanding of Clinical staff, equipment and OR availability, to provide requested procedures.  Coordinates needed equipment directly with medical supply vendor.  Notate surgeon specific equipment or implant needs.  If desired equipment is not available will assist in coordination of request for new equipment and monitor timeline in order to not postpone case. 

9. Works with the patient to provide appropriate appointment for procedure. Updates patients of procedure details. Send patient a letter (copies referring provider), with detailed instructions (required prescriptions if applicable), as well as appointment card.

10. Coordinates patient calls 3-4 days before procedure - will be required to follow up until answered. Required to adhere to parameters put in place by division to supply highest level of service.

11. Monitor receipt of all clearance letters (medical/cardiac/pulmonary) prior to scheduling of the procedure.  Make sure all paperwork is completed and scanned into EPIC to include consents, clearances and outside testing results.  Keeps meticulous records and monitors all needed information. Completes any missing information; provides Referring Clinical Staff with request forms that aid in the determination of medical procedure, necessity of treatment, and/or necessary follow up. Scheduler serves as a contact for future questions or concerns.

12. Confirms patient procedures for clinic and OR with appropriate clinical staff.  Works closely with Clinical staff to accommodate procedure requests.

13. Required to work closely with Clinic Call center to decrease clinic backlog by scheduling procedure appointments - those in need of procedure decided upon by Clinical Staff. Required to work closely with Clinic Manager as well as clinical staff, to accommodate procedure requests.

14. Position will require constant interaction between clinic and OR staff to manage procedure requests and maintain full schedules, as well as accommodate time sensitive requests.

15. Arranges and confirms pre-certification and authorization with third party payers when necessary. Collects and provides necessary information for this process.  Deliver necessary paperwork to pre-certification people. Responsible for gathering and presence of necessary information.

16. Required to understand the procedure schedule, preference of staff physician performing the procedure and other information that could determine patient presenting to procedure room. Intent is to work with all parties involved, under the direction of the manager/administrator/associate administrator, division Physician, clinical staff, referring physician office and patient. Notify surgeon and appropriate clinical staff if procedure is denied, offers assistance and possible alternatives as needed.  Coordinates surgeon’s availability with insurance company to override denial in lieu of a “peer to peer” request.  Ultimate intent of accomplishing 100% procedure show rate.

17. If procedures are canceled, requirement is to pull future cases/appointments to keep procedure schedule full; directed by manager/administrator/associate administrator. This will require careful management and knowledge of internal staff schedules and preferences. Scheduler will be responsible for filling gaps with patients that require procedure. This will involve working with Clinical Staff, or referring physician office to manage schedule.

18. Will monitor and coordinate any testing that many need to be completed immediately prior to or after surgical procedures, i.e. MRI, CT imaging, laboratory testing, etc.  Will ensure all is scheduled appropriately and completed within allotted time frame.  Will be alerted of any abnormal test results that may contraindicate surgical procedure.  Will reach out to appropriate personnel that will be able to make determination within scope of practice to address the situation and treatment options.  Most frequent occurrence would be a positive urinalysis indication infection.  Contacting a resident/surgeon/APP as to treatment plan, coordinating orders for medication and repeat urinalysis placed by resident/surgeon/APP.

19. Will update DEPOT daily to reflect changes about the scheduled case.  Works testing queue ordered in EPIC by residents/surgeons/APPs.  Gathers ancillary testing forms received by residents/surgeons/APPs when necessary.

20. Coordinates with other departments and surgeons if co-surgery is requested.  Will manipulate schedule to accommodate both surgeons and circumstances.

21. Prepares updates for physicians and develops new ways of maximizing clinic, procedure and OR times.

22. Coordinates administrative activities for the faculty, division chiefs, residents, APPs, etc.  Participates in/on a variety of meetings, committees and/or related groups.  Schedule and manage physician calendars.  Coordinate/participate in major events related to division. 

23. Drafts, proofreads, prepares, organizes, and coordinates the preparation of correspondence, complex itineraries, publications, data and materials for emails, newsletters, presentations and reports. 

24. Responsible for the coordination and scheduling for department faculty, divisions chiefs and APPs including local, state, regional, national, and international meetings.  Responsible for calendar management – uses discretion on importance and sensitivity of the requests.   Prepares and assists in travel arrangements and completes reimbursement paperwork. 

25. Secretarial duties as necessary for division. Cross-coverage for other department schedulers as needed.

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1.Ability to sit for extended periods of time

2. Hearing (aid permitted) - must be able to function without use of lip reading

3.

Visual acuity (corrected) - keen for both distant and near objects/individuals (i.e. ability to read small print)

WORKING ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 1. Working closely with others

2. Normal office setting with electrical equipment (i.e. telephone, personal computer, copier, fax machine, etc.)

3. Computer Software/Systems include but are not limited to:

•          Microsoft Office Professional Suite (Outlook, Word, Excel, Access)

•          Internet Explorer

•        Patient Information System

SKILLS AND ABILITIES:

1. Ability to type 25 wpm preferred.

2. Knowledge and understanding of medical terminology or able to quickly learn medical terminology.

3. Possesses the interpersonal skills to positively and effectively communicate, negotiate, and resolve conflict.

4. Cooperatively interacts with the health care team to support and contribute to the shared group goals.

Additional Job Description:

Scheduled Weekly Hours:

40

Shift:

Day (United States of America)

Exempt/Non-Exempt:

United States of America (Non-Exempt)

Company:

THOM Thomas Hospitals

Cost Center:

6256 THOM SF Orthopedics Blue Thomas

Address:

333 Laidley StreetCharlestonWest Virginia

Equal Opportunity Employer

West Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.