Surgery Scheduler - Gastroenterology

At The Portland Clinic our mission is to be a trusted community collaborating to improve the health and well-being of those we serve. Join our team and let us work together to offer a welcoming, inclusive environment for our patients and the communities we serve.

JOB TITLE: Surgery Scheduler

SUPERVISOR: Office Supervisor/Branch Manager

HOURS PER WEEK: 40hrs M-F (8:00am - 5:00pm)

DEPARTMENT: Nursing Services

HIRING BONUS: $1,000 after 90 days

PRIMARY FUNCTION: Schedules general and local surgeries and procedures as directed by the physicians and/or their office personnel, according to established Portland Clinic policies. Performs a variety of clerical and record-keeping task related to the patients surgery, procedure and/or pre-operative testing. Instructs patients regarding surgery schedule, preparation and insurance issues.

DUTIES & RESPONSIBILITIES (*Essential Functions)
1. Accurately schedule surgeries and procedures in Day Surgery or hospital as directed by the physician using appropriate policies and procedures.*
2. Schedule or make arrangements for pre-operative diagnostic testing with specific branches, or other facilities including hospitals.*
3. Obtain appropriate insurance information from patients scheduling surgeries. Complete appropriate referrals, forms and pre-authorizations.*
4. Copy and send all appropriate lab work, pathology reports, and other pre-op diagnostic test results to appropriate facility.*
5. Educate patients regarding their preparation for procedures or surgery. Provide them with appropriate medication and written information. Advise patients regarding specific medical problems that may impact their surgery, procedure or preparation.*
6. Screen calls and requests and route/escalate messages as needed for procedures or surgeries. Re schedule patients when necessary.*
7. Work closely with Day Surgery, hospital schedulers and physician’s Medical Assistants, to maintain current schedules and effective communication regarding delays, cancellations and other scheduling issues.*
8. Answer phone calls from other offices, hospitals, physicians and patients. Take detailed messages using appropriate forms or clinical messaging. Relay information to appropriate person and document following The Portland Clinic (TPC) policies and procedures.*
9. Assist Physicians or Medical Assistants as needed with flow of patients, paperwork, or other patient care and nursing station duties as needed.
10. Follow TPC guidelines for documentation, including use of forms and computer data entry using Electronic Health Record (EHR).*
11. Comply with HIPAA regulations at all times.*
12. Follow OSHA and TPC guidelines and policies for the prevention of the spread of blood-borne pathogens, including; maintaining a clean work environment, use of safety and personal protective equipment and engineering controls. *
13. Maintain safety standards such as use of patient safety equipment, knowledge of emergency procedures, use handrails on stairs, body mechanics and ergonomics.*
14. Maintain current CPR card if appropriate.
15. Attend nursing meetings and in-services.
16. Participate in certain committees.
17. Participate as a team member to assist and train others as needed. Work under the supervision of a Physician, Nurse Practitioner, Registered Nurse or Practical Nurse.*
18. Participate as an active team member in a patient-centered medical home.
19. Employees will not be discourteous or disrespectful to a customer or any member of the public while in the course and scope of company business.*
20. Work in a cooperative manner with management/supervision, coworkers, customers and vendors.*
21. Abide by company policies.*
22. Other duties as assigned.*
23. Maintain regular, in person, work attendance and punctuality, as scheduled.*

REQUIREMENTS:
High School Diploma or equivalent

PREFERENCES:
Values team success
Compassionate, patient, tactful, diplomatic, sociable, well organized, thorough, and independent
Shows an interest in taking action to increase his/her knowledge and development as an employee
Contributes to an environment where people feel valued
Keyboarding skills
Electronic Health Record competency
Proficiency in medical software and Microsoft Windows
Organizational skills and ability to prioritize work flow
Oral communication skills and excellent phone etiquette with an ability to convey and receive information via the telephone
Competency in language, grammar, and spelling
Ability to interact and establish a good rapport with people over the telephone and in person, often in stressful situations
Capability of effectively working on more than one task without a reduction in the quality of work and service performed
Ability to react calmly and effectively in emergency situations and to work under pressure
Ability to accept responsibility and use initiative to proceed with necessary tasks without direct supervision
Skill in establishing and maintaining effective working relationships with patients and staff

COMPENSATION AND BENEFITS (Benefits eligibility begins at 20hrs/wk):
401k plan with Employer Matching up to 4.5% annually
Roth IRA
Comprehensive Medical, Dental and Vision insurance
Flexible Spending Account
Company provided $10K Group Life/AD&D insurance
Voluntary benefits: Life/AD&D, Dependent Life/AD&D, Short-Term Disability, Critical Illness, and Disability
4.92 hours of PTO accrual per pay period (PTO accrual is prorated based upon FTE)
One paid Wellness day per year
Seven paid holidays, and 1 partially paid holiday (mid-day closure)
Employee Assistant Program