Job Description

POSITION: Surgery Scheduler

DEPARTMENT: Business Office - Clerical

SUMMARY: The primary responsibility of this position has good working relationship with physician’s offices that perform surgery at surgery center. Obtain all patient pertinent information and schedule the surgery. Follow through on all paperwork prior to the scheduled surgery.

1. POSITION DUTIES

1. Schedules surgeries in surgery template in the computer, along with pertinent information.
2. Handles calls from physician’s office in regards to information on scheduling patients at the surgery center, scheduling surgeries or any calls associated with surgery scheduled.
3. Answers phone in a pleasant manner and deals with physician offices and patients needs expeditiously. Takes messages and records in message book. Transfers calls to other departments.
4. Does pre-registration and makes sure that authorization is obtained prior to surgery scheduled.
5. Completes necessary paperwork for registration and uses computer system to generate information for surgical/special procedure.
6. Set-up surgery center chart and files appropriate paperwork needed in chart.
7. Assists with receptionist and registration responsibilities.
8. Maintains various logs of daily activities including cancelled appointments, add-ons, for monthly tallies needed.
9. Assists in maintaining office supplies and necessary forms and informs Office Manager when supplies are needed.
10. Performs various clerical duties such as photocopying forms, reports, patient information, mailing surveys, preparing patient charts, faxing forms and retrieving faxes.
11. Filing of received faxes in appropriate areas, filing reports in patient’s charts.
12. Maintains clean and orderly surgery scheduling area.
13. Performs other related duties as assigned.

1. To function efficiently as a member of the surgery center team.

1. Provides assistance to team members, physicians, and anesthesia personnel as needed (i.e., reliability, initiative, work relations, training needs.)

1. To support quality activities.

1. Develop communication skills and promote departmental relationships to ensue continuity of care.
2. Participates in on-going committee and other educational programs to enhance patient care.

1. REPORTING RELATIONSHIPS

1. Immediate Supervisor: Business Office Manager
2. Positions to be supervised: None

• CONTACT WITH OTHERS

1. Internal: O.R. Staff, PACU Staff, Anesthesia, and Management Staff
2. External: Physicians, Allied Health Professionals, Patients and Families, Representatives of Medical Industry.

1. POSITION CHARACTERISTICS

It may be necessary to perform some overtime to meet the needs of the caseload and maintain other responsibilities. It is a position of responsibility and accountability, requiring people skills, problem solving and decision making skills, and can be hectic and stressful.

1. POSITION REQUIREMENTS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Physical and mental requirements, key boarding experience and knowledge of receptionist tasks, surgical paperwork and policy and procedures of facility. Employee must be able to use office equipment including phones, computer, fax, copier and credit card machines. Employee must have knowledge of customer service concepts and technique. Must have the ability to prioritize and organize multiple tasks effectively. Must have the ability to communicate clearly in person and by phone and establish and maintain cooperative relationships with patients, family, staff, physicians, and others. Ability to read, understand and follow oral/written instructions. Employee must have the ability to file correctly by alphabetic and numeric system. Have no restrictions on sitting for long periods of time 7-8 hours daily. Employee must be able to view computer screen for long periods. Employee must have the ability to do multi-tasking. Occasional stress related workload, customer and physical problems. Ability to present a professional image.

1. POSITION SPECIFICATIONS

The Surgery Scheduler should have a high school diploma or GED. Minimum three years experience in health care and minimum of one year experience in surgery scheduling procedures preferred. The successful candidate must have the ability to work independently as well as function within a team; have a basic knowledge of surgery scheduling, receptionist and registration responsibilities; and must possess the ability to handle stress.