Job Information
Northern Light Health Surgical Scheduler in Waterville, Maine
Northern Light Inland Hospital
Department: Orthopedic Clinic
Position is located: Inland Hospital
Work Type: Full Time
Hours Per Week: 40.00
Work Schedule: 7:30 AM to 5:00 PM
Summary:
Under the supervision of the practice manager, the Surgical Scheduler is responsible for scheduling surgical cases, Pre-Admission Testing appointments, and the appropriate admission in the hospitals scheduling information systems. The Surgical Scheduler will be responsible for all surgical bookings up to 48 hours prior to the day of surgery. The incumbent will be responsible and accountable for collecting accurate surgical data and communicating with the practice manager, the OR Nurse Manager, anesthesiologists, and OR staff, as appropriate. The incumbent can perform all functions on the AS/400 scheduling module. The Surgical Scheduler will also be responsible for obtaining accurate patient demographic and insurance information and communicating with other hospital departments and physician offices concerning patient's schedules. Compiles, prepares, and distributes reports containing individual resource and department schedules, pre-registration activity, and statistical data on an as-needed basis. The incumbent performs duties and tasks in accordance with performance standards established for the job. The incumbent may have access to highly confidential patient, employee and/or proprietary information, and must handle and protect the information in accordance with hospital and system policies, HIPAA requirements and the highest level of ethical standards. The incumbent is responsible for reporting all security events, potential events, or other security risks to the organization. The incumbent is responsible for participation in and completion of all patient safety initiatives appropriate to the position. In addition, the incumbent conducts all job responsibilities according to the Mission and Values of the Hospital.
Responsibilities:
Maintains strict confidentiality of every patient, medical record or report
Discusses only appropriate patient information in public and private areas protecting the confidentiality and dignity of all patients, by actions and words.
Releases only appropriate patient information over the telephone providing for the balance between customer services and confidentiality of all patients.
Maintains patient confidentiality by carefully preparing, collating or transmitting patient mail via fax or external mail.
Follows hospital policy on release of information regarding all information for the patient admitted for psychiatric, drug rehabilitation or other.
Consistently provides excellent customer services to all patient, physicians, and medical offices
Generates surgery paperwork promptly and in an efficient manner.
Answers multi-line phone with a courteous greeting and proper identification in a timely manner.
Takes and forwards messages to appropriate departments and/or personnel as needed.
When placing call on hold, returns to the caller at regular intervals to ensure excellent communications.
Follows through to ensure all scheduling requests are either fulfilled or are dealt with in a manner satisfactory to the caller.
Knows the location of registration and is able to direct the caller to all locations for all services provided by Inland Hospital.
Assertively responds to all complaints and involves the supervisor as necessary.
Exhibits a positive, courteous attitude providing assistance willingly in all aspects of job functions.
Maintains recall list and contacts patients in a timely manner.
Reviews OR and endoscopy schedule weekly and adjusts according to office polic y.
Consistently completes the scheduling process for all pre-admission testing appointments and admissions requested into the Encompass scheduling software on completion of the scheduling encounter
Contacts patients via telephone regarding concerns or to schedule pre-operative and/or post operative appointments and surgery schedule changes.
Verifies and selects the correct ordering and referring physician and identifies and documents the caller’s name in the system.
Selects and/or enters the correct patient, verifying correct name spelling, date of birth, and telephone number.
Obtains and inputs complete patient demographic information including verification of specific insurance as needed.
Selects correct procedure(s) and admission types and enters into appropriate time slot ensuring absence of any conflicts.
Enters correctly spelled diagnosis and other pertinent information to the appointment detail.
Finalizes and confirms appointment date(s) and time(s) with caller.
Completes scheduling process by faxing or printing patient itinerary and preparation instructions.
Is able to move and cancel procedures accurately.
Is able to browse/view/look up patients, test, resources and physicians in an efficient manner.
Follows up on medical preoperative clearances.
Ensures patients are informed regarding surgery procedures.
Schedules related x-ray and other diagnostic tests. Pre-certifies as necessary.
Consistently completes the scheduling process for surgical booking requests using the AS/400 OR series
Is able to view schedule and expeditiously locate available time. Evaluate schedule for room utilization/offers available time slots to surgeons/office staff.
Selects procedure and/or surgeon preference card most suited to the procedure booked/adds equipment and checks for conflicts.
Adds pertinent information to the case data and relays it to the appropriate resource.
Adds correctly spelled patient’s name, date of birth, and admission type.
Finalizes and confirms date and time with caller.
Schedules pre-admission testing appointment and admission on Meditech scheduling system.
Performs all functions of AS/400 OR scheduling: cancel, move, rearrange, edit, and move cases to the wait list.
Generates and prints the equipment pick lists for surgical cases scheduled two days forward.
Performs all functions related to case prepping.
Builds, updates, and maintains surgeon’s preference cards consulting directly with the surgeon and/or designated sub-specialist nursing representative.
Prints the OR schedule for one month forward nightly.
Manages area workloads and assures completion of various work functions
Prepares deposit and tallies encounter forms at the end of the day.
Reviews pending work and communicates unresolved issues to peers/supervisor prior to breaks and end of shift.
Acts as an equal member of scheduling team to manage, prioritize and complete all office tasks.
Checks frequently and assures voice messages are retrieved and responded to in a timely manner.
Retrieves incoming faxes, distributes and completes fair share.
Demonstrates basic operations skill for telephone, faxes, photocopier, printers and information systems.
Demonstrates basic inventory knowledge to make sure department is adequately supplied.
Completes individual assigned tasks and assures coverage of these tasks in their absence.
Assures that in-coming calls take priority.
Refers to operations manuals and reference material as necessary to trouble-shoot and resolve equipment and/or software problems.
Adheres to and assumes responsibility for maintaining and updating knowledge of all hospital and department policies and procedures
Routinely reviews communication book and bulletin board and other departmental information sources in order to update and maintain awareness of hospital and department policies and procedures.
Maintains open attitude towards feedback and constructive criticism from supervisor and peers.
Follows dress code policy and wears ID badge at all times when on duty.
Is flexible in adjusting personal work schedule to accommodate department needs.
Demonstrates willingness to adjust time off requests to accommodate department needs.
Maintains good attendance recognizing impact of absenteeism on department operations and peers.
Reports to work on time recognizing the impact of tardiness on department operations and peers .
Accepts responsibility for further professional development
Takes personal accountability for attending mandatory hospital in-services and training programs.
Actively contributes ideas and information in department meetings, which could enhance and improve department operations.
Takes personal accountability for professional and personal development; seeks out relevant and appropriate resources and/or educational offerings.
Performs additional duties as required or assigned.
Other Information:
Competencies and Skills
Behaves with Integrity and Builds Trust: Acts consistently in line with the core values, commitments and rules of conduct. Leads by example and tells the truth. Does what they say they will, when and how they say they will, or communicates an alternate plan.
Cultivates Respect: Treats others fairly, embraces and values differences, and contributes to a culture of diversity, inclusion, empowerment and cooperation.
Demonstrates Emotional Intelligence: Exhibits a high level of self-awareness, self-management, other awareness and relationship management. Conducts themselves in an empathic, appropriate way, with a sense of humor and stimulates a collaborative work environment. Is respectful of the attitudes, feelings, or circumstances of others and aware of the influence of their own behavior on them. Is aware of relevant social, political, system, and professional trends and developments and uses this information for the organization's benefit.
Effectively Communicates: Listens, speaks and writes appropriately, using clear language. Communication methods are fitting to the message(s), audience, and situation and follow-ups are regular and timely. Shows that important (non-) verbal information is absorbed and understood and asks further questions to clarify when necessary. Expresses ideas and views clearly to others and has ability to adjust use of language to the audiences' level.
Fosters Accountability: Creates and participates in a work environment where people hold themselves and others accountable for processes, results and behaviors. Takes appropriate ownership not only of successes but also mistakes and works to correct them in a timely manner. Demonstrates understanding that we all work as a team and the quality and timeliness of work impacts everyone involved.
Practices Compassion: Exhibits genuine care for people and is available and ready to help; displays a deep awareness of and strong willingness to relieve the suffering of others.
Education
- Required High School Diploma/General Educational Development (GED)
Working Conditions
Potential exposure to abusive and/or aggressive people.
Potential exposure to hazardous materials.
Potential exposure to noise levels being uncomfortable.
Potential exposure to noxious odors.
Potential exposure to very hot or cold temperatures.
Work with computers, typing, reading or writing.
Lifting, moving and loading 20 to 30 pounds.
Prolonged periods of sitting.
Position Surgical SchedulerLocation Req ID null