Operating Room Coordinator - Anesthesia and Critical Care

Penn Medicine; Philadelphia (Philadelphia County); Presencial; USD 60.000 - 90.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Tuition assistance

Employee benefits program

Descripción de la vacante

Penn Medicine in Philadelphia is seeking an Operating Room Coordinator to support the Department of Anesthesia and Critical Care. The role involves coordinating daily OR assignments, liaising with cardiology, emergency medicine, radiology, and other departments to ensure timely anesthesia services and prompt responses to emergencies.

The position also supports education, onboarding, and residency rotations, maintains EPIC schedules, and tracks anesthesia staffing needs.

Formación

• H.S. Diploma or GED required.
• Experience coordinating OR logistics and staffing preferred.
• Ability to manage multiple tasks in a fast-paced hospital setting.

Responsabilidades

• Provides administrative support to the Clinical Director and prepares daily OR assignments for anesthesia personnel.
• Manages communications between departments and anesthesia staff for scheduling and emergencies.
• Maintains EPIC scheduling data, staff contact directories, and downtime materials.
• Coordinates onboarding, training, and rotation schedules for residents and non-anesthesia staff.
• Tracks assignment requests and communicates needs to anesthesia personnel and leadership.
• Supports clinical trial equipment scheduling and documentation as needed.

Conocimientos

Organization

Communication

Coordination

Educación

H.S. Diploma/GED (Required)

Descripción del empleo

Description

Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.

Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?

Entity: Clinical Practices of University of Pennsylvania

Department: Anesthesia and Critical Care

Location: Hospital of the University of Pennsylvania- 3400 Spruce St

Hours: Full Time

Summary:

• Works with Clinical Director for daily OR assignments of anesthesia faculty members, house staff, and CRNAs. Liaison with numerous departments (i.e., cardiology, emergency medicine, radiology, etc.) that require anesthesia services on an urgent or emergent basis. Makes quick decisions regarding communications to insure a prompt response to a clinical emergency or patient need. Triages numerous phone calls that require considerable professionalism and judgment from distress patients or various departmental liaisons. Also acts as a crucial part of the departmental disaster plan protocol needed to provide rapid mobilization in the event of a natural or terrorism-related catastrophe.
• In addition to daily operating room anesthesia coordination, the Operating Room Coordinator supports departmental education and onboarding activities for the Department of Anesthesiology and Critical Care. The position coordinates house staff training compliance, student shadowing experiences, and non-Anesthesiology operating room rotations; participates in daily OR scheduling and maintains assignments in EPIC; and maintains current staff contact directories and anesthesia downtime materials. These responsibilities require organization, prioritization, judgment, and coordination with clinical, administrative, and educational personnel.

Responsibilities

• Provides administrative support to the Clinical Director.
• Prepares daily draft of operating room assignments for anesthesia personnel for subsequent approval by the clinical and education directors of the Department of Anesthesia.
• Provides communication support (telephone/pager/facsimile data) from Patient care areas and professional staff to anesthesiologist functioning as the daily operating room coordinator
• Provides communication link between Department of Anesthesia faculty, residents, and CRNAs with regards to clinical responsibilities.
• Types and generates reports, letters, and statistical data for OR and patient related matters as required by anesthesia personnel delivering patient care.
• Communicates operating room related clinical advisories or warnings and emergency messages from HUP Administration to anesthesia personnel.
• Maintain files for and displays as needed, documentation of anesthesia related emergency procedures and special situation protocols, list of available personnel and contact numbers.
• Provide administrative and functional support for clinical trial equipment to include: scheduling training for service equipment, manage paperwork and work with equipment sales representatives.
• Maintain and review clinical protocol paperwork with new employees.
• Collect compliance and billing related documents.
• Stock Operating Room with necessary forms and items regarding patient care (Consent forms, "Blood banks specimen" labels, difficult airway forms etc.)
• Order supplies and forms for Anesthesia department
• Assist all new staff and incoming residents with onboarding process which includes: coordinating with Peri-op services, Nursing and Pharmacy to ensure staff and residents have access to locker rooms, scrub machines, RFID cabinets, Omnicells and locker assignments
• Performs duties in accordance with Penn Medicine and entity values, policies, and procedures
• Other duties as assigned to support the unit, department, entity, and health system organization
• Participates in the daily OR scheduling meeting as the anesthesia representative, communicating anesthesia-related scheduling needs, changes, and concerns to the daily schedule maker.
• Tracks and follows up on anesthesia assignment requests, including complex cases requiring specialized anesthesia care or additional clinical review, and communicates needs to the appropriate anesthesia personnel.
• Works with the Education Manages to coordinate non-Anesthesiology operating room rotators. Obtains annual OMFS, OM, and Plastic Surgery resident rotation schedules from departmental coordinators; creates and distributes the annual schedule to the scheduling team; ensures OMFS requirements are completed before the scheduled rotation; and schedules anesthesia-specific PennChart training for OMFS rotators only.
• Coordinates the Department of Anesthesiology and Critical Care (DACC) one-day Shadowing Experience for students seeking to shadow faculty in the operating room. Tracks requests, communicates requirements to prospective OR guests, guides guests through Occupational Health requirements, and confirms visit details with guests and the faculty coordinator.
• Works closely with the Anesthesia Education Office (AEO), Safety Officer, and Education Manager to ensure Anesthesiology housestaff training compliance. Communicates deadlines and tracks completion of mandatory Knowledge Link training and Occupational Health requirements, including vaccination and ACLS requirements.
• Participates in the orientation of new anesthesia employees, providing education regarding scheduling processes, departmental workflows, communication procedures, and required clinical documentation.
• Creates and maintains a .vcf file of important contacts outside the department, including coordinators, blood banks, and pharmacies at each hospital, for distribution to new faculty during onboarding.
• Coordinates with faculty, CRNA, and educational leadership to maintain a current reference list of active clinical staff and contact information. Creates and maintains a .vcf file of staff telephone numbers to keep key departmental phones (MORC/HORC/NAC) updated.
• Maintains paper anesthesia downtime forms and other required downtime materials in each operating room. Checks folders monthly to ensure all required forms are present, current, and readily accessible when electronic systems are unavailable.
• Enters and maintains daily anesthesia OR assignments in EPIC, ensuring accurate, timely communication of assignments and staffing changes to the appropriate clinical personnel.

Credentials

Education or Equivalent Experience

• H.S. Diploma/GED (Required)
• 3+ years A combination of education and experience will be considered.

We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.

Live Your Life's Work

We are an Equal Opportunity employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.