Surgery Scheduler - Pineville

Primary Objective

The Surgery Scheduler is responsible for the coordination of surgical care by serving as primary liaison between physicians, clinical team members and patients both pre-operatively and post-operatively. This position provides administrative support to the assigned physician(s), ensuring that services are administered utilizing professional standards with a strong focus on quality, timely care and exceptional patient service.

Essential Functions

• Schedules all surgical procedures for assigned physician(s), including overall coordination of schedule.
• Promotes superior service by ensuring high quality clinical care, including scheduling the correct procedure, correct site, and equipment every time.
• Coordinates instruments and equipment for each procedure, including understanding limitations and requirements.
• Timely and accurately completes assigned tasks which include triaging of incoming calls, working task logs, relaying pre and post-op instructions to patients, scheduling appointments and performing other administrative duties as assigned.
• Utilizes critical thinking skills in handling patient phone calls ensuring complete follow through and resolution. Seeks physician or management guidance, as needed. Answers and handles calls in an efficient and friendly manner while ensuring all patient phone calls are returned in a reasonable timeframe.
• Works with assigned medical center leaders to manage block time.
• Verifies physician(s) orders for procedures and diagnoses to ensure all supporting documentation matches. Chooses the correct CPT and diagnosis codes when completing surgical forms.
• Consistently documents all patient-related communications within the EHR in an accurate, concise, and timely manner so that all parties involved in the patients care can access.
• Allows adequate time for each procedure, including individual physician requests and room turnover.
• Compiles and prepares all necessary surgical documentation, including clinical notes, consents, diagnostic test results/images, etc. Looks ahead on the schedule identifying and addressing any issues that could affect the patients care.
• Effectively manages block time, including utilization, potential efficiencies, and communication with physicians to identify solutions.
• Assists clinical team members with clinic duties as clinic needs dictate.
• Compliance with the Employers policies and procedures, including work rules and emergency action plans.
• Ability to meet the physical and mental demands of the position.
• The ability to work on-site.
• Predictable, reliable, and prompt attendance.

Skills and Abilities

• Ability to maintain a high level of precision in judgment, the accuracy of assessment and skill in problem-solving under stress.
• Strong knowledge base of medical terminology, medical abbreviations, medical allergies, medications, medical diagnoses, and surgical procedures.
• Basic insurance carrier and pre-certification knowledge and computer skills.
• Proficiency in the use of Microsoft Office and EHR software applications, preferably Epic.
• Knowledge of different insurance company requirements.
• Ability to react calmly and effectively in emergency situations.
• Ability to work under the direction of a physician, on a team and independently.
• Ability to adapt to changes in the department.
• Follows detailed written and oral instructions.
• Ability to examine documents for accuracy and completeness.
• Ability to identify problems.

Core Competencies

• Patient Focus
• Attention to Detail
• Information Collection & Management
• Multi-Tasking & Adaptability
• Personal & Professional Ethics
• Customer Service

Clinical Competencies

• Medical terminology.
• Overall understanding of the surgery specialties, including equipment, case types, and insurance.
• Knowledge of examination and diagnostic procedures.
• Knowledge of medical equipment and instruments.

Accountability

Our mission is to be the premier eye, ear, nose, and throat group providing comprehensive, quality, and ethical healthcare to all in the Carolinas; to provide a favorable environment for the delivery of healthcare; and to provide for the wellbeing of the physicians and the employees of Charlotte Eye Ear Nose & Throat Associates, P.A.

Supervisory Responsibilities

Surgical Schedulers report to Operations Supervisors or Operations Managers.

This position has no supervisory responsibilities.

Education

High school diploma or equivalent required.

Experience

Minimum 1 year of experience in a medical office setting (i.e., ambulatory surgery center, hospital, medical practice) required.

Certificates, Licenses, Registrations

• None required

Training Period

60 days to train and orient for proficiency in job functions.

Work Environment

The work environment characteristics described are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The Surgery Scheduler may be required to support multiple physician clinics with the ability to work onsite with potential to work from home as approved in advance with the manager.

The Surgery Scheduler will be seated for most of the shift, utilizing computer technology to schedule surgeries, answer phones and occasionally meet with patients.

The Surgery Scheduler may also be required to assist in a Physicians clinic to better support the daily operations of the clinic. The role may be exposed to contagious or infectious disease and therefore may be required to wear personal protective equipment at times.

Position Type and Expected Hours of Work

This is a non-exempt position with core hours Monday Friday, 8:00am 5:00pm. Hours are subject to variation based upon clinic needs.

Physical, Mental and Other Requirements

The physical and mental demands described 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.

• Physical Demands:

• • Frequently required to stand; walk; sit in front of a computer; type; perform repetitive mouse clicks; use hands to finger, handle or feel; and reach with hands and arms to assist patients and/or providers/staff
  • Occasionally assists with moving or positioning wheelchair bound patients, clinical equipment, and office supplies up to 30 pounds
• Mental Demands:
  • Ability to problem solve
  • Ability to work under pressure
  • Ability to make quick decisions
  • Ability to use discretion and sensitivity
• Ability to work alone for long stretches of time

Other Requirements:

• Active & Current Drivers license
• Clean driving record

• Consistent and Reliable Transportation
• Polite and professional disposition

Travel

Travel to various CEENTA locations required dependent upon physician schedules.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. In addition to those essential functions identified above, individuals in this position are also responsible for performing other duties or tasks that may be assigned. CEENTA retains the discretion to add or change the essential job functions of this position at any time without notice.