Surgery Scheduling Specialist

St. Charles Health System; Bend (OR); On-site; USD 42,000 - 66,000; Full time

Job summary

St. Charles Health System in Bend, Oregon is seeking a Surgery Scheduling Specialist to oversee and coordinate surgery and procedure scheduling across multidisciplinary specialties.

You will work with patients to ensure completion of consultations and preoperative visits, coordinate with the OR, MDU, and other departments to optimize provider time, and monitor performance metrics to improve scheduling. The role requires EPIC expertise and intent to train new caregivers.

Qualifications

• High School diploma or GED required.
• Associate degree plus healthcare scheduling experience preferred.
• 1 year experience in healthcare registration and scheduling required.
• Ability to travel to SCHS worksites required.

Responsibilities

• Coordinate scheduling for inpatient and outpatient procedures and appointments.
• Verify completion of prior authorization and review history/physical documents.
• Communicate with OR, MDU, pre-surgery and other departments to ensure smooth procedures.
• Operate EPIC and related scheduling modules; act as system super user.
• Develop and deliver surgery scheduling onboarding and training materials.
• Analyze trends and performance metrics to identify improvement opportunities.
• Maintain policy manuals and department documentation.

Skills

Healthcare scheduling

Attention to detail

Phone etiquette

Communication

Education

High School diploma/GED

Associate degree plus scheduling experience

Tools

EPIC

Snap board

Ambulatory chart

Ancillary orders

Registration

Scheduling functions

Job description

The Surgery Scheduling Specialist, 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 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 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.

Understands that procedural time is in high demand across the health system and in ASCs and therefore works to optimize provider schedules to fully utilize available time.

Demonstrates excellent phone etiquette and understands medical terminology, human anatomy, procedures, etc.

Maintains knowledge of hospital operations and, block and open time rules and process for procedures both 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 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.