OR Scheduler/ Epic Support

Overview:

 

Employer paid Medical. Dental & Vision benefit premiums!

 

Wage Scale: $22.93-$35.12

 

Part-Time/Day shift

 

Mon-Fri 3:00 p.m.- 8:00 p.m.

 

Definition of Position: 

The OR Scheduler/Epic Support is responsible for the accurate coordination and maintenance of the surgical schedule within the Operating Room. This role is vital to the smooth functioning of perioperative services by ensuring efficient use of OR block time, scheduling procedures, and coordinating special equipment and vendor needs. The position requires close collaboration with surgeons, clinical teams, central sterile processing (SPD), and vendors. Proficiency in Epic is essential for all scheduling, documentation, and communication workflows.

Responsibilities:

Essential Job Functions:

• Manage daily and long-term OR schedules using Epic, ensuring optimal use of block time and resources.
• Schedule surgical procedures based on surgeon availability, case complexity, and equipment requirements.
• Monitor, escalate, and assist with optimizing block time utilization.
• Review surgical case requests for accuracy, completeness, and special requirements.
• Confirm and coordinate:
  • Vendor and rep attendance
  • Loaner trays or specialty instruments
  • Disposable supplies and implants
  • Special positioning or equipment needs

• Act as a central communication point between the OR, surgeons’ offices, SPD, vendors, and materials management.
• Manage real-time schedule updates including cancellations, emergent cases, and time changes.
• Support operational efficiency, patient safety, and preparedness of resources for each case.

Core Responsibilities:

• Book and maintain surgical cases using Epic OpTime or other relevant Epic modules.
• Collaborate with surgeons' offices to verify case details, CPT codes, estimated times, and documentation.
• Ensure all special needs listed in case requests are arranged and verified in advance.
• Confirm vendor-supplied instruments, implants, and support equipment with adequate lead time.
• Accurately document schedule details and updates in Epic and related tracking systems.
• Participate in daily OR scheduling huddles to ensure case readiness and identify potential issues.
• Provide administrative support to OR leadership and nursing teams as needed.

 

Additional Responsibilities:

• Review daily case assistant and overall staffing needs, comparing them against the staff calendar to ensure adequate staff availability and coverage
• Assist with coordination of support services staffing, including:
  • Radiology and Ultrasound for pre-procedure appointments
  • Pathology services for intraoperative or postoperative needs

Qualifications:

Qualifications:

 

Education:

• High school diploma or equivalent required.

Experience:

• Minimum one (1) year experience in surgical scheduling, hospital administrative support, or medical office coordination.
• Experience with Epic (especially OpTime and scheduling modules).
• Familiarity with surgical procedures, medical terminology, and perioperative workflow is essential.

Skills & Abilities:

• Strong attention to detail with excellent time management and organizational skills.
• Clear, effective communication with multidisciplinary teams and external vendors.
• Proficient in Epic, Microsoft Office Suite, and other hospital scheduling tools.
• Ability to prioritize tasks and adapt in a fast-paced surgical environment.
• Working knowledge of surgical instruments, equipment, and supply chain coordination is a plus.

 

Physical Requirements:

Prolonged periods of sitting at a desk and working on a computer. Occasional walking, standing, bending, or lifting light office items (up to 25 pounds). Visual acuity to view computer screens and read detailed financial documents. Ability to communicate effectively in person, by phone, and electronically. May be required to move throughout the healthcare facility, including administrative and clinical areas.

 

Working Conditions:

This position operates in a professional office setting within a healthcare facility. The role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. The office environment is climate-controlled, well-lit, and ergonomically designed for extended computer work. While this role is primarily office-based and does not involve direct patient care, the employee may occasionally be present in clinical areas or interact with staff working in clinical environments. As such, there is a potential for exposure to infectious diseases. The organization provides appropriate training and personal protective equipment (PPE) as needed to ensure safety.