Full Job Description
and monitors detailed calendar of each surgeon. Monitors and notifies all parties involved
regarding time changes with schedules.
Coordinates any pre-admission and ancillary testing done or ordered
within the department. Coordinates and
schedules elective and emergent surgeries.
CERTIFICATION, AND/OR LICENSURE:
High School Diploma or equivalent required.
medical office experience required.
Knowledge of medical terminology
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 exhaustive list of all responsibilities and duties. Other duties may be assigned.
Establishes and monitors detailed calendar of each surgeon and uses
this information in conjunction with OR schedule in order to proficiently
schedule all cases in a timely fashion and provide best time utilization for
surgeon. Will make every effort to schedule
cases within the appropriate times for the surgeon and OR. If unable to accomplish this based on
urgency or case specifics, will work with management and/or surgeon to make
an appropriate compromise.
Schedules surgeries in Ruby Memorial Main Operating Room, the Physician
Office Center Minor Surgery Room, the Ambulatory Surgical Center and the
Schedules all pre-admission testing for department.
Coordinates all pre-operative and ancillary testing needed prior to
Communicates information regarding impending surgery to patients and
their families, within scope of knowledge of incumbent.
Assists in scheduling urgent and emergent surgeries.
Arranges for pre-certification with third party payers when
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 internal and external equipment needs for case(s).
Send patient a letter (copies referring provider), with detailed
instructions (required prescriptions if applicable), as well as appointment
Coordinates patient calls 3-4 days before procedure will be required
to follow up until answer. Required to
adhere to parameters put in place by division to supply highest level of
service not only to referring physician office, but also Suite Staff, and
finally section Staff.
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.
Scheduler may be required to speak with referring physician office to
inform them of Clinic appointment as opposed to procedure appointment.
Notate surgeon specific equipment or implant needs. If desired
equipment is not available will assist in coordination of request for new
equipment and monitor time line in order to not postpone case.
Continuously monitor and review length of specific procedure with
specific surgeon to ensure optimal utilization of OR time.
Obtains phone consent and coordinates care for DHHR patients
(Department of Health and Human Resources).
Will scan legal documents into EPIC System.
Confirms patient procedures within the Suite for Clinical staff.
Coordinates patient care with various clinics, pre-admission testing,
and staff, within the Clinical Enterprise to accommodate procedure
Required to work closely with Clinic Call center to decrease clinic
back log 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.
Works with clinical staff to order necessary prescriptions for
pre-procedure requirements, and pertinent instructions.
Calls patients with appointment reminders. Intentions are to speak with
the patient, and elicit a response on the intent of the patient to keep the
Monitor receipt of all clearance letters (medical/cardiac/pulmonary)
prior to scheduling of the surgery. Make sure all paperwork is completed and
scanned into EPIC which includes consent, clearances and outside testing
results. Keeps meticulous records and monitors all needed information.
Will monitor and coordinate any testing that may need to be completed immediately
prior or after surgery. Ex: MRI or CT imaging. Will ensure that it is
scheduled appropriately and completed within the allowed time frame.
Will be alerted of any abnormal test results that may contraindicate
surgery. Will reach out to appropriate personnel that will be able to make
determination within their scope of practice as to how to address situation
and treatment prior to surgery if indicated. Most frequent occurrence would
be a positive urinalysis indicating infection. Contacting a resident/surgeon
as to treatment plan, coordinating orders for medication and repeat
urinalysis being placed by physician or PA. Ensuring that patient is
contacted and made aware and tracking results.
Assisting pre-certification to ensure all information is provided and
sent timely to approve procedure. Gathering radiological films, ensuring
notes are complete and precise, monitoring that all cases are being handled
timely. Assisting with cases that are deemed difficult to qualify and
ensuring all efforts are exhausted. Coordinating financial counseling
services to patients that require assistance. Will also gather information
regarding pre-requisites that need to be met prior to surgical approval. Solely
authorizing all workers compensation cases, and facial plastics and cosmetic
Notifies surgeon if procedure is denied, offers assistance and possible
alternatives as needed. Coordinates surgeons availability to speak to
insurance company to override denial in lieu of a peer to peer request.
Coordinates with other departments and surgeons if co-surgery is
requested. Will manipulate schedule to accommodate both surgeons and
Closing Scheduling Short-falls or gaps.
Required to understand the procedure schedule, preference of staff
physician performing the procedure, as well as other information that could
determine patient presenting to procedure room. Intent is to work with all parties
involved, under the direction of the Lead (Staff Physician, clinical staff,
referring physician office, and patient) Ultimate intent of accomplishing
100% procedure show rate. Will release
OR time accordingly.
If procedures are canceled, requirement is to pull future
cases/appointments to keep procedure schedule full; directed by Lead. This will require careful management and
knowledge of internal staff schedules and preferences. Scheduler will be responsible for filling
gaps with patients that only require procedure. This will involve working with Clinical
Staff, or referring physician office to massage and manage schedule.
May maintain record of cases performed, including those with resident
Will update the DEPOT weekly to reflect information about the case and
any issue(s) with scheduling the case.
to date queue from tests ordered in EPIC by Physicians. Gathers ancillary testing forms received from
Physicians when necessary
intimate knowledge of ancillary testing schedule to allow decision making as
it relates to scheduling of tests
patients requiring financial assistance to social services and financial
patients with directions to ancillary testing site
inventory of patient instructions and educational materials as it relates to
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.
Ability to sit for extended periods
Hearing (aid permitted) Must be
able to function without use of lip reading.
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.
Working closely with others
Normal office setting with electrical equipment (i.e. telephone,
personal computer, copier, fax machine, etc.)
Computer Software/Systems include but are not limited to:
Professional Suite (Outlook, Word, Excel, Access)
SKILLS AND ABILITIES:
Ability to type 25 wpm preferred.
Possesses the interpersonal skills to positively and effectively
communicate, negotiate, and resolve conflict.
Cooperatively interacts with the health care team to support and
contribute to the shared group goals.
Date Reviewed/Revised: April 2016