Surgery Scheduler III at The Christ Hospital Health Network in Ohio

Schedule surgeries and procedures for the operating room, endoscopy, and anesthesia departments and act as liaison between physicians and staff to insure accurate scheduling. Systems utilized include custom operating room computer software Op-Time, hospital EPIC system and ICD9 verification system.

Schedule surgeries and procedures for the operating room, endoscopy, and anesthesia departments and act as liaison between physicians and staff to insure accurate scheduling. Systems utilized include custom operating room computer software Op-Time, hospital EPIC system and ICD9 verification system.

Responsibilities

General Duties

Schedules elective and urgent cases appropriately via telephone and fax from physicians, physicians offices and hospital staff

Schedules surgical cases in B - level suites, Urology suites, Urodynamic suite, Special Procedure suite, Gynecology suites and Endoscopy suites.

Schedules within guidelines unique to each surgical service including availability of specialty suites, resources and equipment, other department support and physician preferences.

Keep track of unavailable equipment

Schedule procedure lengths according to request and utilization of expert knowledge of case times.

Schedule procedure matched to appropriate physician preference card utilizing medical knowledge and physician file. Gather appropriate information of new procedures so new cards can be created.

Utilize comment field and key for communication to assist surgical team in case preparation and patient safety.

Schedules jointly with other departments when support and resources are needed from other department.

Schedulers must possess effective communication skills and excellent customer service skills.

Checks physician delineation of privileges to verify certifications and scope to perform appropriate procedure.

Schedules according to block time and monitors early case starts and late cases tinsure adequate surgical team coverage.

Monitors open available time to accommodate physician and patient requests and schedules.

Maintain block booking assignments in EPIC

Rotates weekly the overseeing of the daily schedule

Reviews schedule for any issues for following day

Provides weekly schedules as requested

Reviews Endoscopy schedule and C-arm schedule

Communication

Schedules elective and urgent cases appropriately via telephone and fax from physicians, physicians offices and hospital staff

Contact appropriate resources when equipment conflicts arise to determine if case can be scheduled.

Contact appropriate people when special requests are made for procedure

Answers phone promptly within three rings, identify department and self

Give priority to physician calls

Maintain other back line for managers and physicians

Assists and directs all callers to appropriate department.

Call physician offices when questions arise regarding surgery schedule

Report off to OR front desk at end of day to review available surgery time after hours

Leadership

Assumes responsibility and accountability for professional growth and development. Contributes to the professional development of peers, colleagues and others.

Participates in 75% of staff meetings and 75% of council meetings as appropriate. Participates in council activities and task forces to improve competencies of self, co-workers, and staff members related to patient care.

Supports self and peers in professional growth and development utilizing resources and opportunities within and outside of The Christ Hospital. Acts as a resource, educator and preceptor for staff.

• Dress code of the Operating Room is followed.

• Volunteer’s assistance as a resource and/or preceptor in assigned areas.

Completes all educational requirements to maintain competency related to specific population of patient and/or regulatory agencies (Healthstream education 100% on-time completion and attendance for annual education day). Submits required tests and paperwork in a timely manner without management interventions.

Participates in self and peer review activities to include the positive recognition of peers and staff on a regular basis.

Participation in professional advancement program is encouraged.

Prepares for certification specific to work area of professional practice when eligible.

Participation in chosen professional organizations, conferences and research is encouraged.

Evaluates nurse-sensitive outcomes and participates in performance improvement initiatives.

Productivity

Maintain an organized work space

Rotate schedule with other staff to insure adequate office coverage

Perform other duties as assigned within scope of job description

Rotate to The Surgery Center to fill in as needed

Schedulers understand the importance of collecting information to verify patient identification, procedure, anesthesia type, patient type, insurance type and appropriate coding in EPIC.

Collection of CPT and ICD9 codes is done to determine insurance coverage and compliance

Resolution must be made of any ABN issues

Create guarantor account for new patients and be aware of different insurance coverage

Remain current on insurances accepted at TCH and notify insurance verification department if issues

Notify financial counselors of self pay patient

Remain current on necessary forms and consents needed for certain procedures for hospital to receive reimbursement.

Safety

Understands EPIC/OP-Time scheduling function and importance of accuracy and impact of incorrect information.

Must read back and verify all information given verbally (phone calls) and review written information (faxes) to determine accuracy; making notation R/V or WO on each case.

Qualifications

KNOWLEDGE AND SKILLS (e.g. BSN required, MSN preferred.):

• Strong knowledge of medical terminology, surgical procedures, diagnosis and basic human anatomy.
• Computer experience required
• Strong analytical skills, showing initiative and independent judgment while maintaining close association with team member
• Excellent customer service skills
• Excellent communication skills and able to develop working relationship with physicians and offices
• Able to work under pressure in busy environment with frequent interruptions
• Maintain confidentiality of all patient information
• Knowledge of health insurance coverage and requirements.
• Ability to use Internet Access and utilize third party payer systems for eligibility and verification.

EDUCATION: High School Diploma required

YEARS OF EXPERIENCE: None required

REQUIRED SKILLS AND KNOWLEDGE:

UNIT POPULATION SERVED COMPETENCY

Evidence exists that The Christ Hospital staff considers the special needs and behaviors of the specific patient populations served, associates demonstrate those competencies that address the unique characteristics related to developmental, physical, psychosocial, mental, emotional, and social needs of patients across the life span. Employees are able to demonstrate those competencies that address the needs of patients with unique cultural norms, religious preferences, language, communication barriers, literacy issues, and health literacy limitations.

LICENSES REGISTRATIONS &/or CERTIFICATIONS: