POSITION: Scheduling Coordinator

DEPARTMENT: Business Office

REPORTS TO: Revenue Cycle Manager

JOB SUMMARY: Responsible for coordinating all aspects of scheduling procedures according to the Center’s policy to meet the needs of the patient and physician. 

EDUCATION AND EXPERIENCE:

1. A high school diploma or equivalent is required.
2. 1 to 3 years previous experience in OR scheduling is preferred.

 ESSENTIAL SKILLS AND ABILITIES:

1. Excellent verbal communication skills.
2. Strong organizational skills, detailed oriented.
3. Good problem solving skills.
4. Good follow-up skills.
5. Excellent interpersonal skills – must be able to work independently and as a team member.
6. Must be able to multi-task.
7. Computer literate (Microsoft Office Suite and scheduling software).

PHYSICAL DEMANDS:

1. Require visual and auditory acuity adequate for frequent use of computers and occasional use of other business office equipment.
2. Ability to sit for long periods and to perform desk and office activities.

JOB RELATIONSHIPS:

1. Works with Center’s clinical and non-clinical staff, physicians, staff at physician’s offices, patients, and patients family/significant other.

RESPONSIBILITIES:

1. Supports the philosophy, goals, and objectives of the Center.
   1. Supports, and performs according to, approved policies and procedures.
   2. Participates as a team member in support of the total peri-operative process.
   3. Considers patients rights in performance of job duties and responsibilities.

1. Contributes to the progress and development of the approved Quality Management Program.
   1. Supports risk management and participates in programs directed to patient and staff safety.
   2. Contributes to the quality management process, identifies role and contributions to functional teams.
   3. Objectively evaluates suggestions, grievances, and processes to identify opportunities to improve performance and quality of care.

1. Communicates and interacts effectively with patients, visitors, physicians, and co-workers.
   1. Interactions are respectful and courteous.
   2. Assist others with their questions or needs.
   3. Provide excellent customer service to all patients, families/significant others, co-workers, managers, physicians, consultants, and vendors.
   4. Communicates effectively and professionally, using a translator when necessary.
   5. Documents that information, received from the patient is disseminated to the appropriate people or departments.

1. Maintains and promotes professional competence through continuing education and other learning experiences.
   1. Participates in committees, conferences, and quality management activities.
   2. Researches and submits pertinent articles for review at staff meetings.
   3. Seeks new learning experiences by accepting challenging opportunities and responsibilities.
   4. Objectively evaluates suggestions or criticisms and attempts to improve performance or seeks further guidance, as needed.
   5. Attends and actively participates in meetings, committees, in-services, workshops, seminars, and conferences according to job responsibilities and Center requirements.

1. Adheres to safety policies and procedures in performing job duties and responsibilities.
   1. Reports observed or suspected violations, hazards, and noncompliance according to Center policy.
   2. Observes safety measures in performance of job duties and responsibilities.
   3. Responds to emergency situations with competence and composure.

1. Interacts appropriately with various age groups.
   1. Accurately assesses and interprets age-specific patient data.
   2. Accurately interprets age-specific patient responses to questions and instructions.
   3. Considers age-specific patient requirements when responding to emergency situations.

1. Considers priorities and special needs when scheduling surgical procedures.
   1. Schedules procedures according to Center policy.
      1. Once booking sheet is complete 2 copies are made, 1 is given to the biller and the other to the front desk.
      2. Schedule patients according to physician block times, verification of physicians’ privileges (DOP) and any specific requirements e.g. IDDM first cases, Dr. X – right eye, left eye, right eye, left eye, etc. 
      3. Note any special requirements e.g. equipment, transportation needs. 
      4. Obtains patient clearances within 72 hours of scheduled procedure. Immediately notifies physician’s (surgeons) office if unable to obtain a clearance.
      5. Immediately upon receipt of all a-scans a copy is to be made and the original should be placed in the lens book. A-scan should arrive no later than 1 week before the scheduled procedure.
   2. Maintains schedule according to Center policy, physician’s time, and staffing requirements.
   3. Coordinates schedule assessing time and equipment availability; identifies conflicts and adjusts schedule as needed.

1. Accurately prepares the schedule for timely distribution.
   1. Facilitates daily completion of the surgery schedule.
   2. Distributes schedules to appropriate areas so that required staff and supplies are available.
   3. Notifies designated personnel of schedule changes according to Center policy.

1. Perform other duties as requested by the revenue cycle manager and/or administrator.