Scheduling Secretary (Surgery)

CHA Hollywood Presbyterian (CHA HPMC) is a nationally recognized acute care facility that has been caring for the Hollywood community and Los Angeles Areas since 1924.

Join our Global Network and be a CHA Global Ambassador 

CHA HPMC is also a part of the world-renown CHA Health System (CHS). CHS has CHA University which consists of 14 education institutions including medical school, nursing school and pharmacy. CHA global network operates 81 hospitals and specialty clinics, 30 research and 31 bio/pharmaceutical/healthcare companies with 14,000 employees in seven countries.

Our New Facility is seeking for Top Talents

The best women’s hospital in Los Angeles is looking for current RN candidates to staff Operating Room, Emergency Department, Labor & Delivery and Mother-Baby care units to be housed in our expanding new patient tower facility scheduled to open next year. Come be a part of this dedicated and caring team right in the heart of Hollywood.

Position Summary:

Reporting to the Manager of Central Scheduling supervises the Surgery Scheduler/Secretary and oversees all of surgical, Gastrointestinal Lab (GI), Laser procedure, and Cardiac Cath scheduling.  Performs the scheduling of procedures with Surgeons’ offices in collaboration with the admitting staff, medical staff and medical record departments, i.e. proctoring requirements, current suspension list etc.  Performs monthly department statistics, and other statistical analyses as directed. Monitors block scheduling utilization.  Other duties may include clerical duties of Perioperative Services (PS) as assigned.  

• Scheduling all inpatient and outpatient surgical procedures including operating room times, personnel, anesthesia type, special equipment needs, GI lab, radiology special procedures and  other invasive procedures that require an anesthesiologist or Ambulatory Service Center (ASC) or Post-Anesthesia Care Unit (PACU) support. Proficient in charging items used in surgery.
• Schedule surgeries with surgeon’s office coordinating with admitting staff, medical staff, and medical records, i.e., proctoring requirements, suspension list, privileges and double procedures.
• Confirms procedures scheduled during off hours and confirm the Operating Room (OR),schedule with physician office personnel for accuracy of surgery procedures and time. 
• Distributes surgical and GI lab schedules and ensures that information is accurate prior to distribution.
• Maintains liaison function with anesthesiologist keeping designee informed of possible scheduling conflicts related to anesthesia, equipment and nursing staff. 

Provides liaison function and timely communication between operating room staff, admitting department and anesthesiologist.  Coordinates with admitting department to:  

• maintain up-to-date information regarding insurance requirements Monitors and updates physician privileging/credentialing information with medical staff office.
• Communicates with Information system (IS) department for surgery scheduling computer system support, helps surgery scheduler/secretary and assists in resolution of software problems.
• Monitors block booking and open bookings for utilization and notifies management of unusual requests, utilization issues, or physician dissatisfaction.
• Maintains close communication with nursing units and ancillary departments regarding all changes in the schedule including add-ons, time changes and cancellations.
• Perform clerical duties related to scheduling.
• Support Peri-Operative Service Line areas for clerical, statistical reports as requested. 
• Typing, answers telephones and filing as directed.
• Communicates verbally and in writing timely and effectively in a clear, concise, understandable manner.
• Incorporates HPMC mission of “quality care with compassion and respect” into daily performance of job functions.
• Supports and adheres to established departmental policies and procedures, objectives, safety and infection control standards, including compliance with punctuality and attendance, overtime, staffing/scheduling, body mechanics, TB screening, JCAHO update, English language, ID badge, and dress code standards.
• Cooperates and communicates with all internal and external customers in a positive manner to achieve departmental and interdepartmental objectives and maintains good employee relations, uses lines of authority appropriately, communicates effectively with nurse in charge.
• Demonstrates respect and sensitivity to patient’s comfort and confidentiality.
• Answers telephones in a prompt and courteous manner, addressing callers and patients appropriately by name and/or title.
• Demonstrates flexibility in the work setting with changes in surgical schedule, varying staffing levels and surgery environment and completes work on time.
• Coordinates with varies departments for cost containment, conservation of supplies and equipment, as well as other organizational resources.
• Adapts approach based on recognized cultural diversity.
• All other duties as assigned.
• Demonstrates knowledge of age specific care, including but not limited to, identifying the need for additional safety measures, physiological normal values/readings; and assessing skin integrity, behavior, motor skills and/or activities that place patients at risk as well as communicates effectively in a clear, concise, understandable manner. Applicable for the populations checked below: Infant ( )     Pediatric ( )          Adult ( )     Geriatric ( )

Minimum Education:

• High School graduate or equivalent

Preferred Education:

• N/A

Minimum Work Experience and Qualifications:

• Knowledge of computer surgery scheduling system
• Must have knowledge of computer skills (familiar with excel, ward, Computer scheduling system) 
• Ability to type 35 wpm
• Ability to communicate effectively verbally and in writing

Preferred Work Experience and Qualifications:

•  Minimum 5 years previous experience as a Surgery Scheduler preferred

Required Licensure, Certification, Registration or Designation:

• Current Los Angeles County Fire Card required (within 30 days of employment)