Surgery Scheduling Coordinator

Reports to: Administrator/BOM

 

Job Summary: The Scheduling Coordinator is responsible for scheduling all patients for the surgery center.  The position has significant communication requirements with the practice office.  The job requires excellent communication skills to build collegial relationships with surgeons, patients and staff.  The position may also require assisting with insurance verification and/or other areas key to the continuity of patient care.

 

Job Responsibilities and Major Duties:

 

Coordination of Center Schedule

• Schedules all surgical procedures, including overall coordination of schedule
• Obtains and enters all necessary information from surgeon or scheduler requesting OR time
• Coordinates instruments and equipment for each procedure, including understanding limitations and requirements
• Identifies & implements solutions that improve scheduling efficiency and practice
• Effectively manages utilization, potential efficiencies and communication with physician offices to identify solutions
• Assists other employees and with other duties as required

 

Communication and Customer Service

• Communicates with center leadership team regarding all scheduling issues. Keeps center team informed of changes affecting the schedule
• Is an active participant in all leadership discussions related to the schedule, and physician office issues
• Communicates special equipment, instrument, supply, anesthesia, and staffing requests to the center leadership team
• Communicates with physician offices to confirm cases, identify special needs, and determine any changes that should take place
• Manages any conflict and issues that occur between the physician offices and the center
• Communicates with physician offices to proactively manage block time, including identifying scheduling issues before they occur, including block time releases, block time utilization. Keeps physician offices informed of any center changes.
• Build relationships with current and new physicians by resolving issues, communicating effectively and efficiently managing patients
• Participates on center projects, programs and activities as appropriate

Surgical Case Growth

• Focuses on overall center efficiency, including maximizing block time, identifying efficiencies to facilitate patient care, minimizing down time of rooms between cases
• Proactively reaches out to office schedulers to identify additional cases that could be scheduled, with a consistent focus on providing earning business through superior patient care and service
• Looks for ways to overcome obstacles to appropriately schedule cases
• Identifies opportunities to partner with office schedulers to identify additional cases that can be scheduled
• Proactively assists physician offices by training new physician office schedulers, including visiting physician office, center tours and other tasks as required.

Physical Demands

• Must be able to remain stationary for up to 40% of the time
• May be exposed to changes in temperature or humidity
• May be exposed to dust, fumes or gases occasionally
• May be near moving machinery occasionally
• Must be able to move up to 30 pounds occasionally
• Performs tasks that involve exposure to blood, body fluids or tissues.

 

 

 

Required Skills

Job Qualifications:

• High School Graduate or equivalent
• 2+ years of experience in a clinical environment preferred
• 2-3 years of scheduling experience preferred
• Ability to read, write and comprehend English
• Basic typing and computer experience

 

Job Related Skills/Competencies

• Excellent planning and organizational skills, ability to handle and prioritize multiple tasks
• Ability to work quickly and under pressure
• Team player, willingness to help others
• Excellent telephone and communication etiquette, including listening skills
• Ability to be proactive and foresee and solve problems.
• Alertness and adaptability to change in a situation
• Punctual and shows a responsible and dependable pattern of attendance
• Overall understanding of the outpatient surgery business, including equipment, case types, and insurance.

 

Required Experience