Schedule Coordinator- ENT Clinic

JOB PURPOSE & MISSION

Performs responsible, diversified assignments in the Operating Room. Serves as the primary scheduler of all surgical, Same Day Surgery, and Post Anesthesia procedures. Assures the accurate and efficient processing of all information pertaining to the posting of surgery patients. Performs job for the age population served, as defined in the department’s scope of service.

ESSENTIAL JOB FUNCTIONS include, but are not limited to:

1. Schedules all surgical procedures via telephone and accurately enters the information into the scheduling system.

• Receives and enters, in accordance with the policies of the perioperative department, surgical posting information required for the daily production of the surgery schedule.
• Accurately obtains and enters the necessary information from the person requesting the procedure.
• Ensures customer satisfaction by providing courteous, confidential and cooperative service to each caller.
• Prevents conflicts created by instrument and equipment limitations of department when necessary.
• Schedules similar type cases in same room where possible to enhance efficiency.
• Communicates special requests to appropriate personnel.
• Schedules procedures to prevent gaps longer than 20 minutes whenever possible.
• Verifies that all add-on cases have the appropriate documents.
• Reviews and accurately updates surgery schedule daily, one week in advance.
• Cooperates with physicians and OR personnel to reschedule cancelled surgical cases appropriately.

2. Prepares and distributes surgery schedule.

• Prepares tentative surgery schedules for two days.
• Prints daily copy of surgery schedule and distributes to designated individuals and areas.
• Ensures that all cases are written on the white board daily.
• Maintains the daily desk copy.
• Communicates to nurse in charge, within defined time lines, any changes affecting following day schedule.

3. Greets and receives guests, ascertains their needs, and appropriately directs guests or callers.

• Courteously answers the telephone and identifies self.
• Assists guest or caller by answering questions or providing information, and determines when referral to other staff is appropriate.
• Answers calls from physicians, surgery scheduling coordinators and OR service coordinators, responding to questions and directing the appropriate individual as needed.
• Takes accurate messages and repeats information to ensure accuracy.
• Respects confidentiality of information at all times.
• Recognizes unusual situations or questions and refers to appropriate staff.
• Tactfully handles telephone calls in difficult situations.

4. Assists in monitoring and coordinating daily Operating Room schedule.

• Acts as a primary point of direct contact, coordination and liaison in the Operating Room.
• Notifies physicians of estimated OR start times.
• Notifies nursing units of any delays in the schedule.
• Checks schedule for any items to be shuttled to other campus, and regularly checks shuttle book.
• Monitors schedule for cases with blood, tissue and/or graft requirements and sends for appropriate item.
• Ensures that applicable equipment/supply representatives are notified of cases to facilitate availability of equipment/supplies.
• Ensures that sterile instruments are available as needed.
• Ensures that non-stock items are ordered for cases.

5. Enters and maintains computer-based scheduling information and records.

• Enters block time and staff meetings into system one year in advance.
• Keeps telephone list current.
• Cooperates with physicians, surgery scheduling coordinators and OR personnel to reschedule cancelled surgical cases appropriately.
• Completes and distributes reports and follow-up information accurately and within specified time.
• Assists Manager with completion of reports/documentation through provision of requested data/information.
• Identifies and reports problem or potential problem situations to Manager.
• Accurately enters emergency procedures and deletes cancellations to keep system current.
• Enters laboratory and/or radiology requests.

6. Receives patient charges and enters charges daily.

• Reviews OR charge documents for completeness, conferring with supervisor as necessary for clarification of charges and procedures.
• Verifies that nurses’ notes have Preference List charge sheet and that PL charges match procedure performed.
• Assures that all charges are accurately entered within defined timelines to minimize lost charges.
• Enters all invoice charges using Invision.
• Assures that all written add-on charges, implanted items, floor charges and appropriate cancelled case charges are entered into the system.
• Enters checked charges using Pliss.
• Checks and verifies correctness and completeness of data that has been entered.
• Adheres to internal controls established by department.

7. Monitors and maintains office supplies and standardized forms.

• Orders office supplies in a timely fashion to maintain adequate inventory.
• Orders standardized forms from Printing department, maintaining adequate inventory.
• Accurately maintains all records for supplies ordered.

8. Performs all other duties as assigned.

JOB REQUIREMENTS

Experience

Required - One year of clerical/office work experience, preferably in a medical or health care environment

Preferred - Previous medical scheduling experience

Education

Required - none

Preferred - High School Diploma or Business College degree

License & Certification

Required - none

Special Skills & Knowledge

Required:

• Computer literate, with the ability to quickly learn new software applications.
• Good planning, organizational, prioritization and coordination skills.
• Ability to multi-task.
• Strong interpersonal and communication skills (both in person and over the telephone)
• The ability to work effectively with a wide range of customers.

Preferred - Knowledge of medical terminology

HIPAA & SAFETY REQUIREMENTS:

HIPAA - Maintains knowledge of and adherence to all applicable HIPAA regulations appropriate to Job Position including but not limited to: Medical records without limitation both paper and electronic, patient demographics, lab and radiology results, films or cine, patient information related to surgery or appointment schedules, medical records related to quality data, patient related complaints, information related to patient location, patients’ religious beliefs and/or research information.

SAFETY - Maintains knowledge of and adherence to all applicable safety practices appropriate to Job Position including but not limited to: Incident reporting, handling of wastes, sharps and linen, PPE, exposure control plans, hand washing, environment of care, and patient identification.

PERFORMANCE CRITERIA & STANDARDS

Everyday Excellence Values - Employee demonstrates Everyday Excellence values in the day-to-day performance of their job.

• Demonstrates courtesy and caring to each other, patients and their families, physicians, and the community.

• Takes initiative in living our Everyday Excellence values and vital signs.

• Takes initiative in identifying customer needs before the customer asks.

• Participates in teamwork willingly and with enthusiasm.

• Demonstrates respect for the dignity and privacy needs of customers through personal action and attention to the environment of care.

• Keeps customers informed, answers customer questions and anticipates information needs of customers.

Corporate Compliance - Employee demonstrates commitment to the Code of Conduct, Conflict of Interest Guidelines and the GHS Corporate Compliance Guidelines.

• Practices diligence in fulfilling the regulatory and legal requirements of the position and department.

• Maintains accurate and reliable patient/organizational records.

• Maintains professional relationships with appropriate officials; communicates honesty and completely; behaves in a fair and nondiscriminatory manner in all professional contacts.

Personal Achievement - Employee demonstrates initiative in achieving work goals and meeting personal objectives.

• Uses accepted procedures and practices to complete assignments. Uses creative and proactive solutions to achieve objectives even when workload and demands are high.

• Adheres to high moral principles of honesty, loyalty, sincerity, and fairness.

• Upholds the ethical standards of the organization.

Performance Improvement - Employee actively participates in Performance Improvement activities and incorporates quality improvement standards in his/her job performance.

• Optimizes talents, skills, and abilities in achieving excellence in meeting and exceeding customer expectations.

• Initiates or redesigns to continuously improve work processes.

• Contributes ideas and suggestions to improve approaches to work processes.

• Willingly participates in organization and/or department quality initiatives.

Cost Management - Employee demonstrates effective cost management practices.

• Effectively manages time and resources

• Makes conscious effort to effectively utilize the resources of the organization — material, human, and financial.

• Consistently looks for and uses resource saving processes.

Patient & Employee Safety - Employee actively participates in and demonstrates effective patient and employee safety practices.

• Employee effectively communicates, demonstrates, coordinates and emphasizes patient and employee safety.

• Employee proactively reports errors, potential errors, injuries or potential injuries.

• Employee demonstrates departmental specific patient and employee safety standards at all times.

• Employee demonstrates the use of proper safety techniques, equipment and devices and follows safety policies, procedures and plans.