Scheduler Secretary

Major Responsibilities

Development of surgical schedule on a daily basis.

• Utilizing independent judgment.
• Interacts with surgeons, house staff and/or office personnel according to the scheduling policies approved by the Department of Surgery and/or the Operating Room Utilization Committee to obtain all information required to schedule a surgical procedure.
• Seeks assistance as required from Assistant Manager/Manager and nursing concerning unplanned requests for additional coverage.
  
  

Facilitator of daily surgical schedule.

• Initiating change as necessary to optimize O.R. utilization
• Remaining attune to patient and physician needs.
• Obtaining pertinent patient information, through appropriate channels necessary for case preparation and appropriate scheduling.
  
  

Responsible for optimal utilization of surgical scheduling

• Planning and implementing surgery times and locations
• Predetermining appropriate availability of surgery, supplies, equipment and instrumentation.
• Preparing a completed schedule on the afternoon prior to the schedule to provide documentation for the next day’s schedule.
• Communicating with OR manager or designate to facilitate the efficient utilization of the O.R. rooms on a daily basis
  
  

Identifies and achieves resolution of scheduling problems.

• Working with the Assistant Manager/Manager as necessary.
• Maintaining effective rapport and communication with all surgeons regarding case order and time, cancellations and substitutions, via phone or personal communication.
• Updating physician privilege books as determined by the Medical Staff Office.
  
  

Clerical/Customer Service Support

• Responsible for screening and directing incoming calls to the control desk/nurses station (O.R., Anesthesia, PACU, ACC, GI Lab).
• Provide clerical support to assist in updating preference list.
• Provide clerical support to assist in updating Policy/Procedure on line.
• On-call schedule-obtain call from Nurse/Tech/Anesthesia/Asst/schedules.
  
  

Fill out call schedule, copy and distribute to appropriate parties, i.e.; nursing supervisor, telephone operators, recovery room and surgery on a daily basis.

• Processing of orders/procedures and put in for transport for patients.
• Go to blood bank for blood/blood products for appropriate surgical procedures – run errands as needed.
• Take surgical specimens to radiology and pathology.
• Interaction with department customers include but are not limited to:
• Greeting patients/family members
• Assisting patients in surgery/GIL holding room/ACC/PACU cubicle, as needed.
• Bringing patient care/comfort items, i.e., gown, order food as applicable.
• Escorting patients/family members, as needed.
• Assure completion and accuracy of all patient charges on a daily basis.
  
  

Do end of day interface from surgical system and Allegra.

• Ensure timely completion of journal entry for completed surgical cases on a daily basis.
  
  

Clerical/Customer Service Support (Accountability E continued...)

• Planning surgical board, calling physician to give actual time for their procedure.
• Answer phone calls at main desk directing flow of surgical schedule.
• Compile monthly statistics for Surgery and ACC at end of month for statistic reports.
  
  

Type report and distribute to appropriate parties.

• Call outside vendors for surgical procedures where surgeon wants specific implants.
• Assist in the training of new associates.
• Floats to other Surgical Services units (O.R., PACU, ACC, GI Lab) as assigned/needed.
• Editing Time and Attendance when needed.
• Admit patient through the Allegra system into assigned room once they leave the recovery room.
• Other duties as assigned.
• Cover for charge nurse/assistant manager when he/she goes to lunch or meeting.
  
  

Admitting Surgery Patients

• Recovery calls us with information of patient going to assigned room
• Sign on to Allegra system, pull correct patient by medical record or billing number.
• Confirm patient has correct service then assign patient into room. Education/Experience Required:
• High School Education or equivalent.
• 2-3 years surgery scheduler/secretary experience/
• Knowledge of medical and surgical terminology.
  
  

Knowledge, Skills & Abilities Required:

• Typing 35 wpm, preferred
• Knowledge of computer keyboard
• Good communication and telephone skills N/A
  
  

Physical Requirements And Working Conditions

• Hours may vary as well as unit due to patient census and/or unit needs.
• Ability to rotate shifts and work days to provide coverage.
• Requires walking, standing, bending and lifting throughout the day.
• Lifting requirement defined as light
• Respond to emergencies
  
  

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. This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.