SURGERY SCHEDULER III

The Christ Hospital; Cincinnati (OH); On-site; USD 70,000 - 90,000; Full time

Job summary

The Christ Hospital in Cincinnati seeks a detail-oriented scheduling specialist to manage operating room, endoscopy, and anesthesia case schedules. The role interfaces with physicians, staff, and hospital systems to ensure accurate, timely scheduling and resource alignment.

Proficiency with EPIC and the OR scheduling suite is essential, as is strong communication and patient-safety focus. This full-time position supports hospital operations and daily workflow across multiple surgical services.

Qualifications

• Schedules and coordinates elective and urgent cases for operating room and related departments.
• Uses EPIC, Op-Time and ICD9 systems to verify schedules.
• Ensures physician preferences and resource constraints are respected.
• Maintains block bookings and communicates with staff.

Responsibilities

• Schedule cases across operating rooms, endoscopy and anesthesia suites.
• Coordinate with physicians, offices and hospital staff to confirm availability and permissions.
• Monitor schedules for conflicts, equipment availability and patient safety.
• Prepare daily and weekly schedules; adjust as needed for emergencies.
• Ensure patient and procedure data are accurately entered in EPIC.

Skills

Medical terminology

Communication

Customer service

Attention to detail

Schedule coordination

Education

High School Diploma

Tools

EPIC

OP-Time

ICD9 verification

CPT/ICD coding awareness

Job description

Job Description

Schedule surgeries and procedures for the operating room, endoscopy, and anesthesia departments and act as liaison between physicians and staff to insure accurate scheduling. Systems utilized include custom operating room computer software Op-Time, hospital EPIC system and ICD9 verification system.

Responsibilities

General Duties

• Schedules elective and urgent cases appropriately via telephone and fax from physicians, physicians offices and hospital staff
• Schedules surgical cases in B - level suites, Urology suites, Urodynamic suite, Special Procedure suite, Gynecology suites and Endoscopy suites.
• Schedules within guidelines unique to each surgical service including availability of specialty suites, resources and equipment, other department support and physician preferences.
• Keep track of unavailable equipment
• Schedule procedure lengths according to request and utilization of expert knowledge of case times.
• Schedule procedure matched to appropriate physician preference card utilizing medical knowledge and physician file. Gather appropriate information of new procedures so new cards can be created.
• Utilize comment field and key for communication to assist surgical team in case preparation and patient safety.
• Schedules jointly with other departments when support and resources are needed from other department.
• Schedulers must possess effective communication skills and excellent customer service skills.
• Checks physician delineation of privileges to verify certifications and scope to perform appropriate procedure.
• Schedules according to block time and monitors early case starts and late cases tinsure adequate surgical team coverage.
• Monitors open available time to accommodate physician and patient requests and schedules.
• Maintain block booking assignments in EPIC
• Rotates weekly the overseeing of the daily schedule
• Reviews schedule for any issues for following day
• Provides weekly schedules as requested
• Reviews Endoscopy schedule and C-arm schedule

Communication

• Schedules elective and urgent cases appropriately via telephone and fax from physicians, physicians offices and hospital staff
• Contact appropriate resources when equipment conflicts arise to determine if case can be scheduled.
• Contact appropriate people when special requests are made for procedure
• Answers phone promptly within three rings, identify department and self
• Give priority to physician call
• Maintain other back line for managers and physician
• Assists and directs all callers to appropriate department.
• Call physician offices when questions arise regarding surgery schedule
• Report off to OR front desk at end of day to review available surgery time after hour

Leadership

Assumes responsibility and accountability for professional growth and development. Contributes to the professional development of peers, colleagues and others.

Participates in 75% of staff meetings and 75% of council meetings as appropriate. Participates in council activities and task forces to improve competencies of self, co-workers, and staff members related to patient care.

• Dress code of the Operating Room is followed.
• Volunteer's assistance as a resource and/or preceptor in assigned areas.

Completes all educational requirements to maintain competency related to specific population of patient and/or regulatory agencies (Healthstream education 100% on-time completion and attendance for annual education day). Submits required tests and paperwork in a timely manner without management interventions.

Participates in self and peer review activities to include the positive recognition of peers and staff on a regular basis.

Participation in professional advancement program is encouraged.

Prepares for certification specific to work area of professional practice when eligible.

Participation in chosen professional organizations, conferences and research is encouraged.

Evaluates nurse-sensitive outcomes and participates in performance improvement initiatives.

Productivity

• Maintain an organized work space
• Rotate schedule with other staff to insure adequate office coverage
• Perform other duties as assigned within scope of job description
• Rotate to The Surgery Center to fill in as needed
• Schedulers understand the importance of collecting information to verify patient identification, procedure, anesthesia type, patient type, insurance type and appropriate coding in EPIC.
• Collection of CPT and ICD9 codes is done to determine insurance coverage and compliance
• Resolution must be made of any ABN issue
• Create guarantor account for new patients and be aware of different insurance coverage
• Remain current on insurances accepted at TCH and notify insurance verification department if issue
• Notify financial counselors of self pay patient
• Remain current on necessary forms and consents needed for certain procedures for hospital to receive reimbursement.

Safety

Understands EPIC/OP-Time scheduling function and importance of accuracy and impact of incorrect information.

Must read back and verify all information given verbally (phone calls) and review written information (faxes) to determine accuracy; making notation R/V or WO on each case.

Qualifications

KNOWLEDGE AND SKILLS (e.g. BSN required, MSN preferred.)

• Strong knowledge of medical terminology, surgical procedures, diagnosis and basic human anatomy.
• Computer experience required
• Strong analytical skills, showing initiative and independent judgment while maintaining close association with team member
• Excellent customer service skills
• Excellent communication skills and able to develop working relationship with physicians and offices
• Able to work under pressure in busy environment with frequent interruptions
• Maintain confidentiality of all patient information
• Knowledge of health insurance coverage and requirements.
• Ability to use Internet Access and utilize third party payer systems for eligibility and verification.

EDUCATION: High School Diploma required

YEARS OF EXPERIENCE: None required

REQUIRED SKILLS AND KNOWLEDGE:

UNIT POPULATION SERVED COMPETENCY

Evidence exists that The Christ Hospital staff considers the special needs and behaviors of the specific patient populations served, associates demonstrate those competencies that address the unique characteristics related to developmental, physical, psychosocial, mental, emotional, and social needs of patients across the life span. Employees are able to demonstrate those competencies that address the needs of patients with unique cultural norms, religious preferences, language, communication barriers, literacy issues, and health literacy limitations.

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