Surgical Scheduling & Data Assistant (Full-time/Cody)

Under general supervision and according to established policies and procedures, is responsible for coordinating clerical and administrative support functions within the Surgery Department to include logs, records and manual maintenance, establishing essential records and databases, inputting data into computer for scheduling, charge entry, in-service time, statistical data, etc. Appropriately interacts with physicians, patients, family and staff. Supports unit activities to ensure smooth functioning of the area.
Ensures efficient use of surgical resources, accurate documentation, and timely communication with surgeons, nursing staff, and patients. The scheduler plays a critical role in maintaining optimal surgical workflow and patient care.

Essential Job Functions

• Maintain a detailed knowledge of the Cerner information system functionality and structure to ensure Surgery Scheduling is seamless. Understands the implications of the data and how the data is utilized. Participates in maintaining the integrity of the system data.
• Develops and maintains records and files in an organized manner.
• Maintain a detailed knowledge of the operating room (OR) information system’s functionality and structure. Understands the implications of the data and how the data is utilized.
• Schedule surgical procedures based on surgeon availability, operating room capacity, and patient needs.
• Verify patient information, insurance authorization, and pre-operative requirements.
• Communicate with surgeons, anesthesiologists, and nursing staff to confirm procedure details.
• Maintain accurate and up-to-date surgery schedules in the electronic health record (EHR) system.
• Coordinate with pre-op, post-op, and recovery units to ensure smooth patient flow.
• Notify appropriate departments of schedule changes, cancellations, or emergencies.
• Ensure compliance with hospital policies, HIPAA regulations, and accreditation standards.
• Assist with data entry, reporting, and documentation related to surgical scheduling.
• Develops and maintains records and files in an organized manner.
• Participates in maintaining the integrity of the system data.
• Utilizes computer system to maintain a variety of logs and information databases, schedule procedures, input charges, document in-service time for staff, input and retrieve statistical data, etc. Duties include equipment maintenance.
• Communicates appropriately with customers to identify concerns and issues, investigates and coordinates resolution of non-routine problems. Initiates appropriate follow-up to ensure that all matters requiring attention are addressed promptly and efficiently.
• Supports and models behaviors consistent with Billings Clinic’s mission, vision, values, code of business conduct and service expectations. Meets all mandatory organizational and departmental requirements.
• Maintains competency in all organizational, departmental and outside agency standards as it relates to the environment, employee, patient safety or job performance.
• Performs all other duties as assigned or as needed to meet the needs of the department/organization.

Minimum Qualifications

Education

• High School diploma or GED equivalent

Experience

• Two (2) years progressive experience in coordinating activities and information/data
management, preferably in a health care field.
• Experience with interactive customer service responsibilities.