Job Information
Ellis Medicine Lead Scheduling Coordinator in Schenectady, New York
SECTION I:
BASIC FUNCTION:
Under the direction of the Practice Manager, the Lead Surgery Scheduling Coordinator participates in the creation of the daily surgical schedule optimizing block utilization and customer satisfaction. Participates in the coordination of the preadmission testing appointments as needed. Maintains open communication with all stakeholders. Acts as a resource for information, policies, and procedures for Surgery Scheduling Coordinators. Functions as a liaison between the surgical scheduling department and physicians with the support of the Operating Room and practice leadership.
SECTION II:
EDUCATION AND EXPERIENCE REQUIREMENT(S):
The Lead Surgery Scheduling Coordinator position requires a minimum education of a high school diploma, or the equivalent, and previous clerical experience in a medically related setting with extensive knowledge of medical terminology. Knowledge of surgical procedure terminology is desired. The incumbent will possess highly developed skills in customer service, communication, organization, and computer literacy. A minimum of two years’ experience as a surgery scheduling coordinator is required.
SECTION III:
PHYSICAL REQUIREMENTS:
The position is located in doors under normal working conditions. Should be able to push/ pull
25 lb., lift/ move 15 lb. from floor to table, be able to perform moderately difficult manual manipulations such as using a key board, writing and filing for extended periods of time, must be able to perform tasks which require hand-eye coordination such as data entry, typing and using photo copiers. Mobility requirements may include the ability to sit at a computer terminal or work station for a prolonged period of time in addition to being able to squat, stand and walk for a reasonable length of time and distance.
MAKING ELLIS EXCEPTIONAL (MEE) BEHAVIORS & STANDARDS
RESPONSIBILITY - Meets all the requirements of his/her position.
Works independently, requesting assistance needed.
Anticipates problems and works to solve them.
Performs duties willingly.
Demonstrates appearance and hygiene appropriate to the delivery of quality services
Actively participates in all efforts to maintain a safe, clean environment.
SENSITIVITY – Demonstrates sensitivity to customer needs
Treats others with consideration, courtesy, and respect, even in stressful situations
Communicates effectively with patients, visitors, and colleagues.
Cooperates with other hospital departments.
ACCURACY – Demonstrates know legible attention to assure proper service to customers.
Work is accurate and thorough; attention to details is evident.
Seeks information necessary for acutely completing job duties
Maintains current knowledge and skills necessary to perform competently.
TIMELINESS – Recognizes time as the individual’s most valuable resource.
Responds promptly to customers’ needs.
Carries out work assignments within allotted time frame.
ETHICS – Demonstrates a commitment to protecting the rights of customers.
Discusses patient and staff related issues only in a confidential manner and setting, and only with those who have the right to know.
Assists in maintaining the integrity and confidentiality of all data.
Maintains a satisfactory attendance record.
SECTION IV:
PRIMARY RESPONSIBILITIES OF THE POSITION:
The scheduling coordinator exhibits skills and work habits necessary to prepare the daily surgical schedule.
Attention to detail
Accuracy: Information, Spelling
Computer skills: Surgical Information Systems
Efficient use of time and supplies
Medical and surgical terminology
Ability to multitask and prioritize
Organizational skills
Communicates effectively and courteously with physicians, physician schedulers, and interdepartmentally to obtain and share information necessary to prepare the surgical schedule.
Communicates utilizing telephone, e-mail, and fax
Obtains, verifies, and accurately records patient demographics
Obtains, verifies, and accurately records preoperative diagnosis, surgical procedure, special patient considerations, and surgeon requests
Communicates changes in the next day’s surgical schedule to the operating room and ambulatory surgery departments
Utilizes proactive tactics to most efficiently utilize block time, open time, and released block in preparing the surgical schedule
Maintains current knowledge of block time schedule
Assigns appropriate time period for scheduled procedures
Maintains relationships with physician schedulers to communicate open time availability
Coordinates operating room schedules with physician availability to maximize utilization of OR time
Consults appropriately with the operating room
Surgeon requests which deviate from normal scheduling procedure, including duration, out of block scheduling, special requests, and end of day extensions
Efficient use of block time: adhere to block release policy, room consolidation where possible
Verification, as necessary, of procedure name
Scheduling conflicts
Booking sheets will be processed accordingly
Confirmation will be communicated with the physician schedulers and procedures followed to accommodate requests when possible
Prior authorization is obtained prior to scheduling cases and indicated on booking sheet
Assistance is requested from the practice manager as needed.
Electronically transmits or delivers surgery confirmation sheet and related documentation to the designated departments upon completion of surgery scheduling
Daily schedules are finalized and transmitted to the designated departments and individuals in a timely manner and before finalization
Works cooperatively with the preadmission testing staff to develop schedules as needed
Request telephone encounter registration for patients not scheduled for PAT by indication on booking sheet
Transmit all requests for special equipment, instrumentation, and supplies at the time of booking to the Operating room and OR scheduling
Adheres to hospital policies and procedures related to mandatory education and annual health assessment
In addition to the above responsibilities, the lead surgery scheduling coordinator will:
Maintain awareness of status of the booking queue
Monitor time requests and procedure choice accuracy
Review, finalize and distribute daily surgical schedule if required to physicians
Assist with the orientation of new staff members
Salary Range: $16.63-$24.11/hour Pay is based on experience, skills, and education. Exempt positions under the Fair Labor Standards Act (FLSA) will be paid within the base salary equivalent of the stated hourly rates. The pay range may also vary within the stated range based on location.