Medical Scheduler

Position Summary:
Responsible for scheduling patients for diagnostic tests and surgical procedures as ordered by referring physicians (generally via telephone). Responsible for informing patient and/or physician staff of the proper preparation and instructions for the tests ordered, and any pre-certs they need to acquire. Must maintain effective communication with physician offices and ancillary departments within the hospital. Answers telephone as needed and relays messages to appropriate individuals. Responsible for retaining orders via fax for all scheduled appointments.

Essential Functions:
The Scheduler functions include, but are not limited to, the following:

• Uses computer applications or other automated systems such as spreadsheets, word processing, calendar, e-mail and database software in performing work assignments.
• Responsibilities include entering and updating data, as well as monitoring, verifying, confirming and distributing final schedules.
• Considerable contact with staff from clinical and surgical services and with outside physicians is required.
• Extracts patient demographic data from surgical information sheets and inputs into operating room information system.
• Obtains preliminary operating room scheduling information from clinical and surgical services and enters into scheduling system according to the system coding requirements.
• Monitors tentative schedules for missing service appointments and discrepancies in type of room and equipment assigned for specific procedures and contacts appropriate service to confirm or resolve.
• Works with management to make any weekly/monthly adjustments to the schedule and communicates changes to surgeons’ offices and others, as appropriate.
• Determines the order in which the patients are scheduled, by reviewing procedures, time needed, and size of operating room available and schedules inpatients in accordance with Operating Room guidelines.
• Posts add-on cases and emergency cases to scheduling system as required; reviews wait list and schedules cases as rooms become available.
• Prints preliminary and final schedules for operating rooms on a daily basis, forwards final schedule to shared drive, and makes copies and distributes as appropriate.
• Adjust operating room schedule according to written guidelines and communicate changes to surgeons offices and others as appropriate.
• Complete daily procedure/scheduling logs for providers
• Organize and maintain confidential medical files and records
• Communicates the need for special instruments, supplies and equipment to nursing personnel.
• Handle inquiries
• Direct patients to relevant areas of building.
• Answer phones and assist patients and/or Surgeon’s office personnel
• Demonstrates safe work habits through compliance with work-related policies and procedures.
• Adheres to policies, procedures, all safety plans, and all standards imposed by regulatory organizations.
• Demonstrates cost consciousness through efficient use of time, materials, staff, equipment, supplies and available resources.
• Consistently utilizes spare-time to benefit unit, patients, and co-workers.
• Establishes and maintains a good rapport and cooperative relationship with medical staff, co-workers, supervisors and others.
• May perform other incidental tasks, as needed.

• Must possess good oral and written skills, must be able to communicate with hospital contacts both on the telephone and directly, and effectively communicate with all age groups, populations, and individuals within the hospital.
• Must have the physical ability to maintain a medium percentage of sitting standing with a low percentage of standing and walking. Lifting is light with some frequency of lifting, bending and reaching over head. Occasional pushing/pulling, kneeling or climbing ladders.
• Knowledge of medical/surgical terminology.
• Good planning and organizational skills.
• Ability to communicate effectively, both orally and in writing.
• Ability to work with a high degree of accuracy and attention to detail.
• Ability to work well under pressure.
• Ability to work effectively with others.
• Normal patient care environment with little exposure to excessive noise, dust and temperature changes. May be exposed to: chemicals, hazardous waste, communicable diseases, blood and bloodborne pathogens.
• Demonstrated ability to handle multiple assignments and work independently with minimal supervision.
• A professional approach to work including a strong sense of responsibility for assigned duties.

• High School Diploma (GED); some college education preferred
• Consistently seeks out continuing education activities relevant to practice areas. Attains initial and mandatory training as defined by hospital guidelines.

• • Ability to effectively use computer applications such as spreadsheets, word processing, calendar, e-mail and database software in performing work assignments; thoroughness; initiative.
  • Skilled in the use of hospital computer systems preferred.
  • Previous medical and clerical experience preferred.
  • Customer Service experience preferred.
  • Knowledge of CPSI system preferred.

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