Surgery Scheduler - Urology

stcharles; Bend (OR); On-site; USD 63,899,000 - 86,278,000; Full time

Job summary

St. Charles Health System in Bend, Oregon seeks a Surgery Scheduler to coordinate surgery and endoscopy scheduling across multidisciplinary specialties.

You will work with patients to complete consultations and preoperative visits before scheduling procedures, ensuring proper authorization and documentation. Responsibilities include accurate scheduling, patient education, and collaboration with OR, clinic leadership, and other departments.

Qualifications

• Experience with medical scheduling and patient flow coordination.
• Familiarity with EPIC and hospital scheduling processes.
• Attention to detail and accuracy in documentation.

Responsibilities

• Schedule procedures and coordinate pre-op visits.
• Verify prior authorization and coverage for procedures.
• Maintain communication with OR, pre-surgery, and other departments.
• Ensure accurate documentation in scheduling systems and records.
• Provide clear patient instructions for procedures.

Skills

Phone etiquette

Communication

Medical terminology

EPIC knowledge

Tools

EPIC

Snap board

Ambulatory chart

Case requests

Job description

Pay range: $22.30 - $30.11 hourly, varies on experience.

Urology Clinic - Bend & Redmond, Oregon

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 mai