Surgery Scheduler - Gastroenterology

St. Charles Health System; Bend (OR); On-site; USD 52,000 - 66,000; Full time

Job summary

The Surgery Scheduler at St. Charles Health System coordinates scheduling across multidisciplinary surgical specialties, ensuring patients complete required consultations and preoperative visits prior to surgery.

The role collaborates with OR, pre-surgery, and other departments to keep procedures running smoothly and to resolve scheduling conflicts. Proficiency with EPIC scheduling, strong communication skills, and a commitment to quality indicators are essential.

Qualifications

• One year of experience in healthcare registration and scheduling.
• Preferred: two years of experience in healthcare registration and scheduling.

Responsibilities

• Oversee and coordinate surgery and procedure scheduling across multidisciplinary specialties.
• Collaborate with patients to ensure completion of consultations and preoperative visits before scheduling surgery.
• Monitor performance measures and quality indicators; provide training to new caregivers.
• Serve as system super user for EPIC scheduling processes and related tools.

Education

High School diploma/GED

Associate degree in healthcare scheduling

Tools

EPIC system

Job description

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.