Scheduler General Surgery

stcharles; Redmond (OR); On-site; USD 31,000 - 41,000; Full time

Job summary

ST. CHARLES HEALTH SYSTEM in Central Oregon is seeking a Surgery Scheduler to coordinate scheduling across specialties, ensuring preoperative visits are completed before surgery and that EPIC data is accurate.

You will work with OR, pre-surgery teams, and clinics, maintain communication, and support training for new staff. This role emphasizes attention to detail and excellent patient interaction in a fast-paced environment.

Qualifications

• Experience with clinic scheduling and patient coordination.
• Familiarity with HIPAA and patient privacy regulations.
• Strong attention to detail and data integrity.

Responsibilities

• Coordinate and schedule surgeries across multidisciplinary specialties.
• Verify preoperative visits and consultations before scheduling.
• Maintain accurate EPIC data and monitor performance metrics.
• Communicate with OR, pre-surgery, and clinic teams to resolve scheduling conflicts.
• Support training for new caregivers and maintain scheduling documentation.

Skills

EPIC knowledge

Healthcare scheduling

Phone etiquette

Job description

Full-Time, Days

Pay range: $22.30 - $30.11

ST. CHARLES HEALTH SYSTEM

JOB DESCRIPTION

TITLE: Surgery Scheduler

REPORTS TO POSITION: Clinic Operations Supervisor

DEPARTMENT: Varies

DATE LAST REVIEWED: March 5, 2024

OUR VISION: Creating America's healthiest community, together

OUR MISSION: In the spirit of love and compassion, better health, better care, better value

OUR VALUES: Accountability, Caring and Teamwork

DEPARTMENT SUMMARY: St. Charles Specialists encompasses multiple specialty providers and services such as General surgery, Bariatric surgery, Colorectal surgery, Breast surgery, Acute Care surgery, Endoscopy procedures, Urology and Gastroenterology. The Specialists provide services in multiple locations across Central Oregon. We encourage collaboration between clinical and non-clinical staff to assure we are providing our community with comprehensive and compassionate care.

POSITION OVERVIEW: The Surgery Scheduler , in collaboration with our specialty providers, is responsible for oversight and coordination of surgery and procedure scheduling across multidisciplinary specialties. The scheduler works closely with patients to ensure they have completed all consultations and preoperative visits prior to scheduling surgery. The scheduler will monitor and analyze performance measures and quality indicators as well as provide training to new caregivers. They will demonstrate competency in all areas of surgery and endoscopy procedure scheduling by working in these areas alongside fellow caregivers. This position does not directly manage other caregivers.

ESSENTIAL FUNCTIONS AND DUTIES:

• Responsible for high-level accuracy in all functions of clinic business / patient process flow, from initial intake to final collections for services provided. Tracks and manages all aspects of care for patients and coordinates close follow up post operatively. Schedules and coordinates all procedures, including verification of completion of the prior authorization process.
• Provides concise, specific patient instructions for general and endoscopy procedures.
• Establishes and maintains communication with other team members and departments such as the OR, MDU, pre-surgery and outside entities to ensure procedures and systems function smoothly as well as promotes continuity of care. Troubleshoots issues that arise between the clinic and other hospital departments and works in a collaborative manner to find resolution.
• Correlates the established provider procedure schedule to EPIC procedure schedules. Works with the clinic leadership to resolve conflicts when identified.
• Schedules inpatient and outpatient procedures and appointments accurately. Responds to telephone inquiries and faxes from the patient's provider offices and clinics for all service locations. Coordinates procedures for orders received from providers outside of St. Charles processing for review from the performing MD. Reviews and verifies history and physical documentation has been received and performed in an appropriate timeframe, coordinates care with the patient.
• Demonstrates excellent phone etiquette and understands medical terminology, human anatomy, procedures, etc.
• Maintains knowledge of hospital operations for procedures as inpatient and outpatient.
• Prioritizes tasks to ensure all details are addressed and proper documentation is inputted into all systems.
• Develops and maintains a high level of understanding of EPIC process. Functions as a system super user and is proficient utilizing snap board, case requests/procedures, ambulatory chart, ancillary orders, telephone encounters, registration, scheduling functions and estimates.
• Continually evaluates department process flows and practices in order to seek opportunities for improvement, conveys feedback and suggestions to clinic leadership.
• Designs and runs the Surgery scheduling on-boarding training, develop training materials and maintain policy manuals.
• Evaluates trends and adjusts education as needed to always provide relevant and easy to absorb education.
• Works with the clinic leadership to compile and interpret key business, financial, operational and statistical data; performs analyses aimed at identifying process errors & education opportunities to improve performance.
• Keep accurate records on department spreadsheets and uses tools including rosters and shared data for tracking purposes, follow up & documentation.
• Anticipate the need for change through direct observation and maintains open communication with other departments and facilities.
• Learns and maintains knowledge of documents and forms according to state and federal requirements and guidelines including CMS, Medicaid, COBRA, EMTALA, HIPAA and many more.
• Supports the vision, mission and values of the organization in all respects.
• Supports the Lean principles of continuous improvement with energy and enthusiasm, functioning as a champion of change.
• Provides and maintains a safe environment for caregivers, patients and