Job Function Summary:

Under the general supervision of the Manager, Periop Administration, the Central Scheduling Resource Coordinator role performs diversified non-licensed functions to support the activities of the Perioperative Central Scheduling department.

Custom Scope:

The Central Scheduling Resource Coordinator is responsible for ensuring compliance with departmental standards related to OR scheduling, and OR block management/oversight. Central Scheduling Resource Coordinator oversees the processes that produce and maintains the OR schedule at UCSF Health Systems (East Bay, West Bay, SFSM and future acquisitions. This position is responsible for developing tools to trouble shoot problems and monitor performance and utilization of the surgical schedule.

This person acts as Superuser for Optime scheduling to monitor efficiency for all surgical procedures and provide support and guidance for the decentralized schedulers and clinical staff to ensure scheduling standards are met. Collaborates with the Perioperative leadership to identify improvements and workflow gaps for scheduling accuracy. Enhances partnership between the surgical clinics and the OR by participating in the Tier 2 scheduling meetings to identify opportunities for utilization and patient access.

The Central Scheduling Resource Coordinator is responsible for providing a full range of customer service to ensure inquiries and / or problems are resolved with speed and accuracy. Including researching, resolving questions and problem solving, maintaining case records, and communicating resolution and / or status. Maintaining communication with decentralized schedulers, surgeons, nurses, and anesthesiologists, as well other units including Preop, Pacu, and SPD in changing case information to ensure the daily OR schedule is efficient, has proper instrumentation/equipment, and correct procedure booked on day of surgery.

The Central Scheduling Resource Coordinator coordinates the OR daily huddles to review the elective add-on cases for appropriate placement on the schedule in addition to resolving resource issues and conflicts with surgical cases.

Department Overview

The OR/Perioperative Units is comprised of everything deal with Surgery from the beginning, middle and end.It encompasses disciplines including Anesthesia, Surgery, Nursing, Sterile Processing, IT, training, education, and healthcare management. It includes all UCSF Health affiliated sites in the entire region (Mt. Zion, Moffitt/Long, Mission Bay, Bayfront, St. Mary’s, St. Francis, Oakland, Walnut Creek, Peninsula and all current and future acquisitions).

Knowledge Skills and Abilities (KSAs)

Please list:

Knowledge, Skills and Abilities	Req / Pref
High school graduate with working knowledge of medical terminology and surgical procedures. Five years of surgery scheduling experience.	REQ
Ability to use sound judgment in responding to issues and concerns.	Req
Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.	Req
Solid organizational skills and ability to multi-task with demanding timeframes.	Req
Working knowledge of common organization-specific and other computer application programs.	Req
Ability to use discretion and maintain confidentiality.	Req
Solid interpersonal and customer service skills. Ability to be diplomatic and highly organized. Ability to remain calm under pressure and apply sound judgment.	REQ
Ability to work independently in a fast-paced, demanding environment with minimal supervision. Ability to manage and oversee multiple tasks simultaneously, including high daily call volume.	REQ
Ability to communicate effectively, both orally and in writing.	REQ
Ability to work collaboratively with all members of the staff and other Medical Center personnel	REQ
Well developed public-relations and communication skills, and ability to handle discretionary release of confidential information/	REQ
Ability to read and comprehend handwritten surgical case information.	REQ
Proficiency with Windows-based software including Microsoft word, Excel, Outlook. Knowledge of computer systems and software used in functional area.	PREF
Previous experience with computerized scheduling and data entry, preferably in a hospital environment.	PREF

Education, Licenses and Certifications:

Education	Req / Pref
High School graduate or equivalent with a minimum of 5 years’ of surgery scheduling experience	Required
Bachelor's degree in related area	Preferred

Licenses	Req / Pref
n/a

Certifications	Req / Pref
n/a

Special Conditions of Employment:

Common problems solved by the employee:

Accurate case placement across enterprise based on acuity, complexity, best and most efficient use of block time
Actively identify opportunities for improved scheduling efficiency
Work collaboratively with decentralized schedulers in troubleshooting any issues resulting in case delay, bumps or reschedules

Less frequent and more complex problems solved by the employee:

Provide input to block committees on updates to block allocation

Problems/situations that are referred to this employee's supervisor:

Decisions related to expenses and budget planning

Key Responsibilities

% of time	Essential Function (Yes/No)	Key Responsibilities (To be completed by Supervisor)
70	Yes	Advanced Central Scheduling Recource Corrdination and support. Facilitates scheduling, coordinates daily OR scheduling activities and monitors workflow of administrative services. Responsible for coverage of all Periop OR locations. Coordinates care to the clinics Contacts clinics about issues and changes to the schedule Compiles OR scheduling and reviews 3-4 weeks in advance to maximize capacity and accuracy of scheduled cases. Troubleshoots day-to-day administrative and IT issues. Handles & esculates issues seeking clinical input when appropriate Is the departmental expert in APEX Optime: Acts as Superuser of APEX Optime and has in depth knowledge of system capabilities and limitations. Will be responsible for the coaching and guidance of decentralized schedulers. Serves as primary liaison to the Perioperative Administrative Team and surgical clinics. Utilizing all available systems to monitor case accuracy and work with practice assistants on scheduling /equipment conflicts. Adjusts OR case length based on average/historical data in an effort to have the most accurate surgery schedule as possible. Ensures schedulers follow OR scheduling guidelines, block rules, and policy. In partnership with site triads, determining correct case placement based on acuity, complexity, most efficient and best use of block time with the goal of maximizing available perioperative resources across all sites. Facilitate case changes; i.e. patient class, equipment, cased length adjustment, order change, physician availability. Accurately schedules all surgical and Anesthesia procedures within existing scheduling grid and assigns operating room time based on current block time allocations and availability. Maintains ongoing communication with appropriate personnel regarding changes to the OR schedule. Adheres to departmental policies and procedures, including telephone and house standards. Participates in daily team huddles to facilitate add on cases to open time to maximize available OR resources and resolve scheduling conflicts
10	Yes	Performs administrative operations activities as predominant focus of position, accountability for operational and budget processes, and staff FTE. •Provides team leadership to support groups within Periop. •Monitor case volume by participating in tiered volume huddles with clinics and being a resource for addressing escalations. Addresses scheduler/periop manager input regarding issues with scheduling accuracy to ensure “Awesome Scheduling” principles are consistently met. Analyzes and reports on scheduling trends which impact “Awesome Scheduling”. Supports billing functions when necessary or assigned.
10	Yes	Participates in medical center committees or task forces and other special projects as required to support improvements in the patient experience. Coordinates special projects as assigned by the Periop Central Scheduling Manager Provides support for OR scheduling updates Provides input with the development of education materials to assist other members of the Perioperative staff in scheduling and rolling out materials to the clinics. Demonstrates flexibility in assignment to include enterprise-wide cross-coverage as directed.
10	Yes	Participates in on-going process improvement of scheduling workflows to include providing feedback to direct schedulers.

100%		(To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)

Budgeted Job Salary Range: 32.80-60.41

UCSF

Administrative Officer 2

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UCSF

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