Surgical Scheduler, Heywood Medical Group, Gastroenterology

Hours:  40 Hours, Days/Evenings, Monday - Friday

Job Summary

Position requires utilization of administrative/clinical knowledge to schedule appropriate procedures/surgeries per provider’s orders. The Surgical Scheduler must schedule office based and hospital procedures consistent with the patient’s diagnosis and procedure request. Also requires excellent customer service skills with patients, employees, and the public. The Surgical Scheduler must be able to respond to both written and oral correspondences regarding scheduling changes/cancellations in a timely, accurate manner. Individual must be organized, and be able to manage demanding workload with accuracy.

Essential Functions

• Conducts interactions with everyone in a friendly, courteous and respectful manner.
• Goes out of his/her way to offer assistance to others. If he/she cannot offer assistance, then finds someone who can.
• Advocates to ensure privacy and confidentiality while helping others to maintain awareness.
• Maintains a clean and safe practice and hospital.
• Responds appropriately and immediately in emergency situations.
• Maintains a safe and healthy environment for patients, visitors, and/or staff to provide the highest level of physical comfort, and minimize risk and injury.
• Ensures compliance with regulations to maintain accreditation and licensure.
• Complies with the Heywood Healthcare Attendance and Tardiness Policy.
• Completed all Heywood Healthcare and Department Specific Mandatory requirements in the prior calendar year.
• Reports Incidents in a timely and effective manner.
• All employees with direct patient contact are responsible for actively engaging in the practice of, monitoring and enforcing compliance to hand hygiene.
• Schedules office and hospital based medical procedures, for patients with appropriate provider and time/location slot, utilizing appropriate scheduling codes.
• Schedules diagnostic and imaging tests. Schedules office and hospital based procedures, tests and imaging ensuring available time is utilized to maximum efficiency.
• Interfaces with appropriate vendor staff to ensure all necessary equipment will be on site for office and hospital based procedures.
• Interfaces with appropriate hospital staff to ensure a cohesive working relationship in providing patient care services.
• Enters notes/special instructions needed for scheduling in EMR.
• Effectively utilizes clinical knowledge when determining if appointment is consistent with the diagnosis/indications indicated by the provider.
• Completes accurate documentation of informed consent with patients for procedures and surgeries as needed.
• Provides accurate, detailed information to patients regarding test preparations, time of patients scheduled arrival, and any other directional information needed; takes appropriate action in responding to questions from patients.
• Confirms patient’s insurance provider and obtains all necessary prior authorizations or referrals appropriately.
• Ensures patients have proper medical clearance and pre-surgical testing as needed.
• Completes pre-procedure phone calls and confirms appointment times with patients via telephone.
• Ensures completion of assessment for advance directive, including DNR when applicable.
• Reviews discharge instructions with patients and ensures proper follow up appointments are schedule at the time the procedure is scheduled.
• Performs all aspects of patient care in an environment that organizes patient safety and reduces the likelihood of medical/health care errors.
• Verifies patients insurance coverage and eligibility
• Assists other members of the department as needed.
• Attends variety of meetings, conferences, and seminars as required or directed.
• Complies with established departmental policies, procedures, and objectives
• Demonstrates use of quality improvement in daily operations
• Complies with all health and safety regulations and requirements
• Respects diverse views and approaches, and contributes in maintaining an environment of professionalism, tolerance, civility and acceptance toward all employees, patients and visitors.
• Provide coverage when needed at other locations within Heywood Medical Group
• All other duties and locations as assigned.

Statement of Other Duties

This document describes the major duties and responsibilities for this job, and is not intended to be a complete list of all tasks and functions. It should be understood, therefore, that employees may be asked to perform job-related duties beyond those explicitly described.

Minimum Education

• High School diploma or equivalent required

Minimum Work Experience

• Minimum of three years experience in a medical surgical office preferred.

Required Skills

• Excellent written and verbal communications skills as well as interpersonal skills with patients, staff and other healthcare professionals.
• Must demonstrate consistent professional conduct and meticulous attention to detail and the ability to prioritize tasks in a busy environment. Understanding of medical terminology
• Critical thinking skills, strong interpersonal skills, tact, positive attitude and professional appearance essential.
• Proficiency with computers and electronic medical records systems is required.
• Must be able to work flexible shifts, some evenings & weekends may be required.
• Reliable transportation in order to travel between locations is also required.

Functional Demands

Physical Requirements

Exerts up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. Frequently reaches (extending hands and arms in any direction), and handles (seizing, holding, grasping, turning, or working with hands).