Surgery Scheduler & Secretary – Part Time

Job Title

Scheduled Hours: Part Time; (need is Wednesday and Fridays) 7:00 am to 5:00 pm; no weekends.

Education/Experience Required

High school graduate

Previous clerical or healthcare related experience (2-3 years) * Prefers healthcare experience.

Knowledge, Skills & Abilities Required

Proper telephone skills

Good organization and communication skills.

Introductory computer skills

Major Responsibilities

Ensure accurate maintenance of patients operative charge records and all other related department records and participate in implementing improvements to OR team

Accurately inputs data into information system •maintains accurate information in date base •accurately enters data and process tests ordered for surgical patients promptly when covering the front desk •communicates problems/issues related to Surginet appropriately in a timely manner •Prints preference cards for next day OR schedule

Management of surgical schedule •efficiently utilizes block and open surgical time for optimal utilization •obtains patient information that includes demographics, insurance carrier, pre-testing lab request, type of surgery, anesthesia and admission; obtains from surgeon any special needs for the procedure and provide Nurse Manager with the information for follow-up •assures that schedule information is up to date •coordinates time changes and updates in schedules •maintains schedule per established policies and procedures •consults with Director/Nurse Manager/OR Charge nurses when requested to deviate from pre-set schedule limits •utilizes procedure codes accurately •Performs other related duties as assigned

Participate in accurate and timely OR charges; communicate in a timely manner for issues for pending charges; maintain OR charge records per department protocol

Communication •consistently demonstrates positive communication with physicians, physician office staff, and nursing staff •notifies Director/Nurse Manager/OR Charge nurses and team coordinators of problems, issues, concerns

Maintains accurate scheduling grid •assures that scheduling grid changes are done; schedule cases accordingly to the grid

System maintenance: •in collaboration with Information System, produces system reports •communicates system problems to designated Surginet personnel

Provide all customers with appropriate services to meet their needs to assist the team in achieving success in their customer satisfaction strategies.

Immediately resolves customer issues/concerns that fall within scope of practice and competency

Acknowledge and/or communicate to OR team messages received for them

Contact vendors to alert surgeon's requests, cancellations, and date and time changes via email and follow through with confirmations

Assist with ordering patient tests, procedures, etc

Properly allocates surgery time to scheduling surgeons per established Protocol.

Coordinates unit clerical functions to maximize unit efficiency.

Demonstrate knowledge of proper telephone function and proper telephone etiquette

Acknowledge and respond to all internal and external customers who approach the control desk

Contributes to the surgical services, department and hospital innovation efforts to maximize excellence and build respect for services

Flexibility in meeting the staffing requirements of the unit

Ensure timely and accurate processing of scheduled surgical cases

Identifies improvement ideas within scope of responsibility, and assumes accountability for implementation and communication of plans and results.

People Growth and participates in an environment within the unit that supports management philosophy, Condell's strategic plans and Advocate Healthcare strategies

Foster positive communication between all members of the healthcare team.

Orient and train new hospital personnel to the surgical scheduler role including hospital computer systems

Assesses own learning needs, seeks appropriate training and development. Sets own objectives and goals.

Actively participates in unit meetings and provide positive suggestions for improvement of the teamwork

Physical Requirements and Working Conditions

• May be exposed to hazardous materials and life-threatening diseases

• Ability to transcribe medical information

• Ability to handle multiple tasks and complete work within short timeframes.

• Good communication skill

If position has direct patient care or direct patient contact the following lifting requirement supersedes any previous lifting requirement effective 06/01/2015. Ability to lift up to 35 pounds without assistance. For patient lifts of over 35 pounds, or when patient is unable to assist with the lift, patient handling equipment is expected to be used, with at least one other associate, when available. Unique patient lifting/movement situations will be assessed on a case-by-case basis.