Surgery Scheduler

The Surgery Scheduler is responsible for coordinating the scheduling of surgical and endoscopy patients, checking in patients for their scheduled procedures and performing general reception duties.

Job Relationships

Reports to the Applicable Manager

Principal Responsibilities

• Schedule cases in appropriate rooms based on block or open time, ensure proper time allotments for each case, compose surgery schedule and distribute schedules.
• Monitor equipment needs for each case to avoid conflicts with scheduling (microscopes, laser, video).
• Process additions, deletions and changes on the daily schedules with notification to the appropriate Supervisor.
• Attempt to meet the scheduling needs of the patient and physician.
• Compile documents and compose patients' chart while adhering to regulatory/legal requirements such as found on Operative orders and History and Physical requirements. 
• Tear down patient’s chart and ensure all documents are ready to be scanned into the patient’s permanent medical record. 
• Check in patients and assist patients at first point of contact, verify patient demographic and insurance information, make appropriate changes needed, obtain information on appropriate forms.  Communicate necessary changes to customer service rep and or Surgeon’s office as appropriate. 
• Maintain and monitor all task lists and Scheduling Guide.
• Ensure confidentiality of patient information.
• Perform reception duties; answer phones, send mailings, etc.
• Report any workflow problems/complaints to the Manger/Coordinator or Lead.
• Adhere to strict scheduling guidelines and policies when scheduling patients.
• Perform excellent customer service and adhere to Springfield Clinic’s code of conduct and Ethics Standards. 
• Perform other job duties as assigned.
• Comply with the Springfield Clinic incident reporting policy and procedures.
• Adhere to all OSHA and Springfield Clinic training & accomplishments as required per policy.
• Provide excellent customer service and adhere to SC Way customer service philosophy.

Additional responsibilities if working in the ASC: 

• Monitor individual scheduled case needs to avoid conflicts and ensure accuracy (including but not limited to; time of procedure, procedure scheduled, equipment conflicts, trays and implants needed, supplies, special needs for the Physician, Staff and/or patient. 
• Adjust schedules appropriately paying special attention to comments on case, etc.
• Review upcoming schedules for anticipated/potential conflicts of any kind with scheduled cases. 
• Collect co-pay and/or payments at time of service as required.
• Collaborate with Management, Anesthesia MDs, Coordinators, or Leads to ensure appropriate case selection as necessary.

Education/Experience

• High School graduate or GED required.
• CPR per American Heart Association guidelines preferred.  
  • If working in the ASC BLS/CPR certification per American Heart Association guidelines required within 90 days of hire. 
• A minimum of one year in a medical office/environment preferred

Knowledge, Skills and Abilities

• Conduct themselves in a professional manner and follow the Clinic dress code.
• Must be flexible in hours to provide adequate coverage.
• Must possess manual dexterity required for use of keyboard
• Possess accurate typing and computer skills.
• Ability to organize and meet deadlines.
• Possess good communication skills, oral and written.
• Knowledgeable of medical and surgical terminology.
• Ability to work under pressure with accuracy
• Excellent attendance in previous work environment
• Effective verbal, written and interpersonal skills

Working Environment

• Office environment
• Working under stress and use of telephone required
• Some bending, stretching and light manual lifting required
• Requires sitting for long periods of time

PHI/Privacy Level