Operating Room Scheduler

WVU Medicine; Morgantown, Northern (WV, KY); On-site; USD 42,000 - 64,000; Full time

Job summary

West Virginia University Health System in Morgantown is seeking an OR scheduling coordinator to monitor and optimize the operating room schedule, perform equipment checks, and coordinate between surgeons, staff, and external schedulers.

The role requires strong communication, familiarity with medical terminology, and the ability to manage complex schedules, logs, and documentation across departments.

Qualifications

• High school diploma or equivalent.
• State and Federal background checks as required for regulated areas.
• One year of medical office scheduling experience.

Responsibilities

• Monitor OR scheduled cases to ensure availability and accurate scheduling.
• Run equipment checks for all scheduled cases.
• Coordinate scheduled cases to effectively manage block utilization and inform staff.
• Communicate with surgeons, staff, and external schedulers as needed.
• Assist with scheduling urgent and emergent surgeries/procedures.
• Maintain OR schedules, handle add-ons and cancellations, and close gaps.
• Document staffing calls and supervise OR assignments when required.
• Prepare procedural documentation and transport equipment as needed.

Skills

Communication skills

Medical terminology

Scheduling experience

Education

High school diploma

Job description

MINIMUM QUALIFICATIONS

• 1. High school graduate or equivalent.
• 2. State criminal background check and Federal (if applicable), as required for regulated areas.

PREFERRED QUALIFICATIONS

• 1. One (1) year of medical office experience with scheduling responsibilities.

CORE DUTIES AND RESPONSIBILITIES

Monitors OR Scheduled cases to ensure availability and accurate scheduling. Run equipment checks for all scheduled cases. Coordinates scheduled cases to effectively manage block utilization. Communication amongst staff, surgeons, outside schedulers, and outside entities necessary to the OR.

• 1. Monitor vendors, students, and reps, ensuring they have the correct documentation before entering a restricted area.
• 2. Assists in scheduling urgent and emergent surgeries/procedures.
• 3. Coordinates internal and external equipment needs for case(s) by assigning OR Equipment and contacting service line coordinators with issues. Communicate with appropriate staff when procedures require special equipment. May be required to complete to log and maintain defective equipment and sign out borrowed equipment.
• 4. Maintain control over the OR schedule, close scheduling shortfalls or gaps, and review the length of specific procedures with specific surgeons to ensure optimal OR time utilization. Monitors daily schedule for OR availability and potential issues to be discussed with OR staff coordinators and management. Informs the proper departments and OR Staff for add-on cases and cancellations.
• 5. Work closely with Service Line Coordinators and Charge staff with OR schedules and case placement.
• 6. Receive and document staffing phone calls.
• 7. Create and verify OR surgical procedures.
• 8. Monitor, audit, and document Temptrak. Report findings if needed.
• 9. Monitors for complete documentation for medical concerns (i.e., allergies, MH, latex, etc.)
• 10. Initiates emergency staff call-in processes: logs call-back times as required by service
• 11. Prints peri-procedure-related documentation for surgeries/procedures
• 12. May transport equipment/human tissue/blood/specimens to and from departments as needed.
• 13. Generates daily schedules and reports for distribution. Provides complete end-of-shift report.
• 14. Enter and update Anesthesia Assignments when appropriate and required for assigned area.
• 15. Provides operating room scheduling support for various departments

PHYSICAL REQUIREMENTS

• 1. Ability to sit for extended periods of time.
• 2. Hearing (aid permitted) – Must be able to function without the use of lip reading.
• 3. Visual acuity (corrected) – Keen for both distant and near objects/individuals (i.e., ability to read small print).

WORKING ENVIRONMENT

• 1. Standard office environment.
• 2. Computer Software/Systems include but are not limited to: Microsoft Office Professional Suite (Outlook, Word, Excel, Access) Internet Explorer Patient Information System

SKILLS AND ABILITIES

• 1. Strong written and verbal communication skills.
• 2. Familiarity with medical terminology.

ADDITIONAL JOB DESCRIPTION

Rotating shift, occasional holidays, and weekends. Focusing on the 7:30 - 1600 shift.

Scheduled Weekly Hours: 40 Shift: Day (United States of America) Exempt/Non-Exempt: United States of America (Non-Exempt)

Company: WVUH West Virginia University Hospitals Cost Center: 745 WVUH Surgery 5 North Address: 1 Medical Center Drive Morgantown West Virginia

Equal Opportunity Employer West Virginia University Health System and its subsidiaries (collectively \"WVUHS\") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.

The West Virginia University Health System is West Virginia’s largest health system and largest private employer, providing care to communities across West Virginia, Maryland, Ohio, and Pennsylvania. The integrated academic health system includes 25 hospitals and five institutes, with more than 3,500 licensed beds, 4,000 clinicians, 39,000 employees, and $8.5 billion in annual operating revenues. Anchoring the system in Morgantown, West Virginia, are WVU Hospitals, an 880-bed academic medical center, and the 150-bed WVU Medicine Golisano Children’s Hospital. Together, the Health System’s hospitals, clinics, and specialty programs provide a comprehensive continuum of care, ranging from community-based primary and specialty services to highly complex, quaternary care and post-acute care.