Med Plaza One - UMC
100 E Liberty St
Louisville, KY 40202

Performs clerical duties on the unit under the direction of the Charge Nurse & Unit Management Personnel. Applies proper and professional communication skills between personnel within the department and other departments in relationship to patient care. Presents a personable and professional attitude to physicians, patients, families, visitors, and co-workers in person and over the phone.
II. Essential Functions
- Demonstrates accurate and timely computer skills.
- Writes legibly and transcribes communication accurately.
- Presents a pleasant, courteous, effective manner with telephone conversations and interactions with others.
- Schedules all future surgeries for their unit.
- Schedule Off Site cases for Anesthesia.
- Collect all the case specific instructions form the case information request form
- Collect basic patient demographic information (e.g. name, address, city, state, zip code, and telephone number) and verifies information is correct in Cerner.
- Initiate correct patient encounter numbers.
- Understands conflict scheduling and takes the necessary steps to avoid errors.
- Confirm next day schedule with each office for accuracy, changes, cancellations, and additions.
- Ensure the physician has privileges prior to scheduling the procedure.
- Collect case specific information (e.g. chief complaint, type of service, date of appointment, name of ordering/ referring physician).
- Maintains knowledge of fellows’ and physicians’ schedules, special needs and uses information to avoid scheduling conflicts.
- Notate special equipment and requests in the comments field to print on the schedule.
- Notify PAT of any time changes for the next day surgeries.
- Working with PAT to schedule appointments.
- Collects required unit data.
- Distributes un-dictated op notes lists
- Make out pre-ops on inpatients and records everything in Pre-op book and print labels
- Posting the final daily surgery schedule every day 5:00 to 5:30pm.
- Keeps work area clean and organized
- Orients new personnel in the scheduling office as needed.
- Performs other duties as assigned by Charge RN or Management.
III. University of Louisville Hospital Core Expectations
Collaboration & Teamwork: works cooperatively and collaboratively with others toward the accomplishment of shared goals.
Valuing Diversity: recognizing and embracing the unique talents and contributions of others.
Service Orientation: desire to serve and focus one’s efforts on discovering and meeting the needs of internal and external customers.
Achieves Results: reflects a drive to achieve and outperform. Continuously looking for improvements. Accepts responsibility for actions and results.
Organizational Alignment: ability to align people, processes and organizational structure with UMC’s strategic direction.
Developing Others: views people, their knowledge and capabilities as assets and provides opportunities that allow employees to continuously learn and develop.
Communication: practices attentive and active listening and can restate opinions of others; communicates messages in a way that has the desired effect.
Integrity: conducts business with honesty and professional ethics. Seeks to achieve results in the best interest of the organization. Models and reinforces ethical behavior in self and others.
Additional Responsibilities:
- Demonstrates a commitment to service, organization values and professionalism through appropriate conduct and demeanor at all times.
- Adheres to and exhibits our core values:
- Integrity: Moral wholeness, soundness, uprightness, honesty and sincerity as a basis of trustworthiness.
- Excellence: Outstanding achievement, merit, virtue; continually surpassing standards to achieve/maintain quality.
- Maintains confidentiality and protects sensitive data at all times.
- Adheres to organizational and department specific safety standards and guidelines.
- Works collaboratively and supports efforts of team members.
- Demonstrates exceptional customer service and interacts effectively with physicians, patients, residents, visitors, staff and the broader health care community.
Skills, Knowledge or Abilities critical to this role:
- Must have strong relationship building skills and the ability to make and use connections throughout the hospital to complete projects and maintain strong partnerships with other departments.
- Must be able to type 30 wpm without error.
- Must have strong initiative and be able to gather and analyze information skillfully and be able to brainstorm alternative resources and directions.
- Must be able to break down complex tasks into manageable parts in a systematic, detailed way and considers input from several sources.
- Must be detail orientation in gathering relevant data while attending to essential details; checks work for accuracy and quality.
- Must be able to problem-solve by identifying and resolving problems in a timely manner, as well as develop alternative solutions when needed.
- Must be able to work independently with minimal supervision.
- Must have great flexibility and the ability to continually look for ways to make appropriate adjustments and changes – rather than identifying why things cannot be accomplished – in order to meet to the changing needs of University Medical Center.
Language Ability:
- Speak, Read and Write English.
- Must have ability to read, analyze, and interpret common and industry-related documents.
- Must have the ability to respond to common inquiries or complaints from patients, families, University Medical Center staff and the general public.
- Must speak clearly and succinctly when speaking on the phone; good phone etiquette.
Reasoning Ability:
- Must have ability to define problems, collect data, establish facts, and draw valid conclusions.
- Must have the ability to interpret an extensive variety of instructions and deliver successful results.
Computer Skills:
- Must have strong working knowledge Microsoft Office products, especially Outlook, Word and Excel.
- Must have working knowledge of Windows based computer programs.
- Must have the capacity to learn other relevant systems and databases, as needed.
- Must have working knowledge of hospital approved scheduling module.
EDUCATION & TRAINING: High school graduate or GED required. Medical terminology preferred.
EXPERIENCE: Previous clerical /computer experience, Surgery Scheduling experience and medical terminology. Experience with Cerner software systems preferred.
LICENSE & CERTIFICATION: None
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