Operating Room Scheduling Coordinator - AGH

Allegheny Health Network; Pittsburgh (Allegheny County); On-site; USD 38,000 - 54,000; Full time

Job summary

Allegheny Health Network is seeking an OR Schedule Coordinator to process and coordinate surgical reservations and daily operating room scheduling. You will relay procedures times to vendors and departments, convert faxed reservations into scheduled cases, and assist with the daily OR huddle.

Responsibilities include ensuring charges are captured, resolving denial issues, maintaining the tissue log, coordinating transport, and supporting the OR control desk under perioperative leadership.

Qualifications

• High school diploma or GED.
• 0-1 years experience in medical office/healthcare setting.
• Experience coordinating schedules or clerical duties is a plus.

Responsibilities

• Assist OR charge nurse and maintain add-ons/cancellations for the current day OR schedule.
• Draft and coordinate the surgical day and OR schedule with surgeons and staff.
• Ensure charges are captured and entered timely; investigate and correct discrepancies.
• Answer multi-line phone system, sort mail, and manage Kronos timecards.
• Other duties as assigned or required.

Skills

Communication skills

Organization

Time management

Education

High school diploma/GED

Tools

Kronos system

Job description

Company

Allegheny Health Network

Job Description

GENERAL OVERVIEW

Processes and coordinates all surgical reservations and case requests for drafting the daily operating room schedule. Communicates OR procedures times to vendors, other departments, and surgical offices. Interprets information from faxed reservations and converts to clinical procedures as a scheduled surgical case in the OR scheduling software. Participates in the OR daily huddle for final approval of the next day surgical schedule. Assists the OR Charge Nurse at the OR control desk to ensuring optimal care and coordination of current day surgical patients. Performs clerical and business related functions under the supervision of the Perioperative Business Manager and Perioperative leadership. Ensures all charges are captured and entered in a timely manner. Investigates and corrects charge denials or errors. Corresponds with materials department & outside vendors regarding implant/supply issues. Maintains tissue log. Scheduling and timecard maintenance in Kronos system.

Essential Responsibilities

• Assist OR charge nurse and maintain the add ons & cancellations for the OR schedule of the current day. Communicate with other departments, staff, management and physicians regarding the schedule flow. Answering vendor questions regarding the OR schedule. Perform clerical and business related functions. Contact inpatient floors to coordinate patient transport to the operating room. Make sure vendors have checked in and have proper ID. (25%)
• Organizes and coordinates the development and flow of the surgical day by drafting the OR schedule through tedious coordinating and communication with surgeon’s offices, members of the Perioperative management team, anesthesiologists and surgeons. Coordinates required surgical equipment and participation from outside vendors. Distributes OR Schedule to appropriate areas so that required staff, equipment and supplies are available when needed. Interprets information from faxed reservations and converts clinical and demographic data to a surgical procedure as a scheduled surgical case in the OR scheduling software and according to various operational considerations. Extends knowledge as required of new surgical procedures via new technologies and products and service line expansions. Acquires and maintains knowledge of process changes invoked by the Perioperative Business Manager, OR software upgrades, and operational enhancements. (25%)
• Ensures all charges are captured and entered in a timely manner, Investigates an corrects charge denial/errors. Provides remediation to associates per Director/managers request. Resource person for charge entry staff. Notify circulator or department manager of any discrepancies in the OR chart that needs corrected/investigated. Make corrections upon approval. Follows current guidelines for charging regulations specific to charge entry. Works with material coordinators and outside vendors to ensure accurate and timely documentation. Research and obtain necessary documentation/information from staff to ensure accurate and timely coding and charge entry. Send out daily reports to administrations and management. Maintain tissue log in accordance with JCAHO requirements. Resolve issues that occur regarding missing charges when notified by Revenue Integrity. (25%)
• Answer multi line phone system, sort and distribute mail, operate fax machine, entering staff schedules and maintain timecards in Kronos system. Collecting payments from patients when applicable. Communication liaison between family members and the OR staff. Answer questions regarding case request with Precert department. (25%)
• Other duties as assigned or required.

Qualifications

Minimum

• High school diploma/GED

Preferred

• 0-1 years experience in medical office/healthcare setting

As a component of job responsibilities, employees may have access to covered information, cardholder data, or other confidential customer information that must be protected at all times. In connection with this, all employees must comply with both the Health Insurance Portability Accountability Act of 1996 (HIPAA) as described in the Notice of Privacy Practices and Privacy Policies and Procedures as well as all data security guidelines established within the Company’s Handbook of Privacy Policies and Practices and Information Security Policy. Furthermore, it is every employee’s responsibility to comply with the company’s Code of Business Conduct. This includes but is not limited to adherence to applicable federal and state laws, rules, and regulations as well as company policies and training requirements.

Highmark Health and its affiliates prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on any category protected by applicable federal, state, or local law.

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