Scheduler General Surgery

St. Charles Health System Inc.; Redmond (OR); Hybrid; USD 30,000 - 41,000; Full time

Job summary

St. Charles Health System is seeking a Surgery Scheduler to coordinate surgery and procedure scheduling across multiple specialties.

You will ensure patients complete consultations and preoperative visits before scheduling, and you will monitor performance metrics while training new caregivers. In collaboration with specialty providers and clinic leadership, you will manage EPIC scheduling, maintain clear communication with OR and pre-surgery teams, and ensure accurate documentation and smooth

Qualifications

• One year experience in healthcare registration and scheduling.
• Required: High School diploma or GED; associate degree preferred.
• Must be able to travel to SCHS worksites and training events.

Responsibilities

• Coordinate all surgery and procedure schedules across specialties.
• Verify prior authorizations and prep for procedures.
• Provide patient instructions for general and endoscopy procedures.
• Collaborate with OR, pre-surgery and clinic leadership to ensure smooth operations.
• Maintain accurate records and input documentation in scheduling systems.

Skills

Healthcare scheduling

Education

High School diploma/GED

Tools

EPIC

Scheduling software

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 guests.
• Conducts all activities with the highest standards of professionalism and confidentiality.
• Complies with all applicable laws, regulations, policies and procedures, supporting the organization’s corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violation of applicable rules, and cooperating fully with all organizational investigations and proceedings.
• Delivers customer service and/or patient care in a manner that promotes goodwill, is timely, efficient and accurate.
• May perform additional duties of similar complexity within the organization, as required or assigned.

EDUCATION

Required: High School diploma/GED. Preferred: Associate degree plus healthcare scheduling experience

LICENSURE/CERTIFICATION/REGISTRATION

Required: Ability to travel to business functions/trainings/meetings and all SCHS worksites. Preferred: N/A

EXPERIENCE

Required: One year experience in healthcare registration and scheduling. Preferred: 2 years' experience in healthcare registration and scheduling.

PERSONAL PROTECTIVE EQUIPMENT

Must be able to wear appropriate Personal Protective Equipment (PPE) required to perform the job safely.

PHYSICAL REQUIREMENTS

• Continually (75% or more): Use of clear and audible speaking voice and the ability to hear normal speech level.
• Frequently (50%): Sitting, standing, walking, lifting 1-10 pounds, keyboard operation.
• Occasionally (25%): Bending, climbing stairs, reaching overhead, carrying/pushing or pulling 1-10 pounds, grasping/squeezing.
• Rarely (10%): Stooping/kneeling/crouching, lifting, carrying, pushing or pulling 11-15 pounds, operation of a motor vehicle.
• Never (0%): Climbing ladder/step-stool, lifting/carrying/pushing or pulling 25-50 pounds, ability to hear whispered speech level.

Exposure to Elemental Factors

• Never (0%): Heat, cold, wet/slippery area, noise, dust, vibration, chemical solution, uneven surface.

Blood-Borne Pathogen (BBP) Exposure Category

No Risk for Exposure to BBP

Schedule Weekly Hours: 40

Caregiver Type: Regular Shift: First Shift (United States of America) Is Exempt Position? No Job Family: SCHEDULER Scheduled Days of the Week: Monday-Friday Shift Start & End Time: 8:30-5:00

Company Description

St. Charles Health System is a private, nonprofit organization, dedicated to providing high-quality care and the latest in health care technology to the communities it serves. Headquartered in Bend, Ore., St. Charles is an integrated delivery system, with a strong focus on population health, that provides a full range of evidence-based health care services within a 32,000-square-mile area in Central and Eastern Oregon. The health system owns and operates a trauma level II, tertiary referral center in Bend, a trauma level III, type B rural hospital in Redmond, and trauma level IV critical access hospitals in both Prineville and Madras. As the largest employer in Central Oregon, St. Charles Health System and St. Charles Medical Group care for our communities in more than two dozen outpatient clinics and in more than 20 specialty areas of medicine.