Administrative Coordinator Senior

The Christ College; Montgomery, Northern (OH, KY); Hybrid; USD 36,000 - 48,000; Full time

Job summary

The Christ Hospital is seeking a Scheduling Coordinator to manage surgical schedules across providers, ensuring accuracy and timely communication. You will work with clinicians, patients, and staff to prepare pre-surgical materials while maintaining strict patient confidentiality.

You will use EPIC/OP-Time to schedule cases, monitor block times, and coordinate with departments to align resources and availability. Strong typing, organization, and confidentiality are essential.

Qualifications

• Proficient in EPIC scheduling and OP-Time routines.
• Strong medical terminology and coding awareness.
• Ability to verify details from physicians and staff.

Responsibilities

• Schedule elective and urgent cases accurately via phone and fax.
• Read back and verify all information; note R/V or WO on cases.
• Maintain block bookings and open time in EPIC system.
• Communicate with providers and hospital staff to align resources.
• Prepare patient packets and ensure confidentiality of data.

Skills

Epic scheduling

Medical terminology

Microsoft Office

Communication skills

Time management

Confidentiality

Problem solving

Team collaboration

Education

High School diploma or equivalent

Tools

EPIC scheduling system

Job description

Job Description

Maintain an active, accurate, and operational surgery schedule by coordinating all surgeries and procedures for all providers in our group. Work closely with providers, patients, hospital staff, and staff to ensure care is addressed. Work in Epic to schedule per providers request, updating excel tracking, and Microsoft. Prepare and provider pre-surgical packets for patients with necessary instructions. Maintain patient confidentiality.

Responsibilities

Scheduling Accuracy

• Schedules elective and urgent cases appropriately via telephone and fax from physicians, physician`s offices and hospital staff
• Understands EPIC/OP-Time scheduling function and importance of accuracy and impact of incorrect information. Must read back and verify all information given verbally (phone calls) and review written information (faxes) to determine accuracy; making notation R/V or WO on each case.
• Schedules surgical cases/procedures for The Christ Hospital Surgical Center
• Schedules within guidelines unique to each surgical services including availability of specialty suites, resources and equipment, other department support and physician preferences.
• Keep track of unavailable equipment
• Schedule procedure lengths according to request and utilization of expert knowledge of case times.
• Schedule procedure matched to appropriate physician preference card utilizing medical knowledge and physician file. Gather appropriate information of new procedures so new cards can be created.
• Contact appropriate resources when equipment conflicts arise to determine if case can be scheduled.
• Contact appropriate people when special requests are made for procedure
• Utilize comment field and key for communication to assist surgical team in case preparation and patient safety.
• Schedules jointly with other departments when support and resources are needed from other department.
• Schedulers must possess effective communication skills and excellent customer service skills.
• Answers phone promptly within three rings, identify department and self
• Give priority to physician call
• Maintain other back line for managers and physician
• Assists and directs all callers to appropriate department.
• Checks physician delineation of privileges to verify certifications and scope to perform appropriate procedure
• Schedules according to block time and monitors early case starts and late cases to insure adequate surgical team coverage.
• Monitors open available time to accommodate physician and patient requests and schedule
• Maintain block booking assignments in EPIC

Financial

• Schedulers understand the importance of collecting information to verify patient identification, procedure, anesthesia type, patient type, insurance type and appropriate coding in EPIC.
• Collection of CPT and ICD10 codes is done to determine insurance coverage and compliance
• Resolution must be made of any ABN issue
• Create guarantor account for new patients and be aware of different insurance coverage
• Remain current on insurances accepted at TCH and notify insurance verification department if issue
• Notify financial counselors of self-pay patient
• Remain current on necessary forms and consents needed for certain procedures for hospital to receive reimbursement

Environment

• Provide and promote unit safety
• Safety hazards are corrected and reported to appropriate person
• Returns to area promptly in case of patient emergency, fire, or disaster and reports to person in charge
• Maintains orderliness, efficiency and cleanliness of workstation
• Dispose of and order office supplies as needed
• Dispose of confidential paperwork as necessary

Other Duties

• Communicates with staff to insure adequate office coverage
• Perform other duties as assigned within scope of job description
• Rotates weekly the overseeing of the daily schedule
• Reviews schedule for any issues for following day
• Provides weekly schedules as requested
• Call physician offices when questions arise regarding surgery schedule

Qualifications

Education

High School diploma or equivalent required.

Years of Experience

At least 1 year surgery scheduling experience.

Required Skills and Knowledge

Excellent typing, transcription, knowledge of office and business practice, knowledge of scheduling in Epic. Time management; organization skills, and excellent computer skills including knowledge of Microsoft Office (Word & Excel) and Outlook scheduling software. Strong knowledge of medical terminology, surgical procedures, diagnosis and basic human anatomy. Strong analytical skills, showing initiative and independent judgment while maintaining close association with team member. Excellent communication skills and able to develop working relationship with physicians and offices. Able to work under pressure in busy environment with frequent interruptions. Maintain confidentiality of all patient information. Knowledge of health insurance coverage and requirements. Ability to use Internet Access and utilize third party payer systems for eligibility and verification.

Licenses & Certifications

None