Surg Sched-Admin Asst

WVU Medicine; United States; On-site; USD 40,000 - 60,000; Full time

Job summary

WVUH West Virginia University Hospitals is seeking an OR Scheduling Assistant to monitor scheduling for the operating rooms, coordinate equipment needs, and communicate with staff, surgeons, and outside schedulers. This role supports efficient block utilization and ensures complete documentation for procedures.

The ideal candidate has a high school diploma and at least 1 year of medical office scheduling experience, with familiarity in medical terminology.

Qualifications

• High school graduate or equivalent.
• Familiarity with medical terminology is helpful.

Responsibilities

• Monitor vendors, students, and reps to ensure proper documentation.
• Assist in scheduling urgent and emergent surgeries/procedures.
• Coordinate internal and external equipment needs for cases and log defective equipment.
• Maintain control over the OR schedule and communicate add-ons or cancellations.
• Generate daily schedules and end-of-shift reports.

Skills

Scheduling

Medical terminology

Education

High school diploma

Tools

MS Office

Job description

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.

MINIMUM QUALIFICATIONS** :**

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

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

PREFERRED QUALIFICATIONS** :**

EXPERIENCE:

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

CORE DUTIES AND RESPONSIBILITIES:

The statements described here are intended to describe the general nature of work being performed by people assigned to this position. They are not intended to be constructed as an all-inclusive list of all responsibilities and duties. Other duties may be assigned.

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:

Scheduled Weekly Hours:

40

Shift:

Exempt/Non-Exempt:

United States of America (Non-Exempt)

Company:

WVUH West Virginia University Hospitals

Cost Center:

1700 WVUH HVI 2 Southeast

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.