Surgical Scheduler

WVU Medicine; Berkeley (CA); On-site; USD 30,000 - 42,000; Part time

Job summary

WVU Medicine in Morgantown, WV is seeking an OR Scheduler to manage detailed surgeon calendars and coordinate pre-surgery testing. The role emphasizes accurate scheduling to optimize operating room utilization and seamless communication with patients and clinical staff.

The position requires a high school diploma, familiarity with medical terminology, and ability to work in a fast-paced environment. Prior scheduling experience in a medical office is preferred; non-exempt, part-time schedule with

Qualifications

• High school diploma or equivalent.
• State criminal background check and Federal (if applicable).
• One year medical office experience with scheduling responsibilities (preferred).

Responsibilities

• Establishes and monitors detailed calendar of each surgeon and schedules all cases to optimize OR time.
• Fill gaps when procedures are canceled by rescheduling/adjusting patient appointments.
• Assist in scheduling urgent and emergent surgeries.
• Coordinate and schedule pre-surgery testing as required.
• Maintain up-to-date EPIC test queues and gather ancillary testing forms.
• Communicate surgery details to patients and families with instructions and appointment cards.
• Call patients for reminders and answer scheduling questions.
• Confirm patient procedures with Clinical staff.
• Maintain inventory of patient instructions and educational materials.
• Coordinate patient care with clinics, pre-admission testing, and staff.
• Arrange pre-certification with third party payers as needed.

Skills

Communication skills

Medical terminology

EPIC system

Education

High school diploma

Tools

EPIC system

Job description

Performs a variety of administrative and clerical duties to manage surgical scheduling and coordinates any pre-admission testing done or ordered within the department.

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:

• One (1) year 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.

• Establishes and monitors detailed calendar of each surgeon and uses this information in conjunction with OR schedule in order to proficiently schedule all cases in a timely fashion and provide best time utilization for surgeon. Continuously monitor and review length of specific procedure with specific surgeon to ensure optimal utilization of OR time.
• If procedures are canceled, pulls future cases/appointments to keep procedure schedule full, requiring careful management and knowledge of internal staff schedules and preferences. Scheduler will be responsible for filling gaps with patients that only require procedure.
• Assists in scheduling urgent and emergent surgeries.
• Coordinates and schedules testing needed prior to surgery as may be required by the department.
• Keeps up to date queue from tests ordered in EPIC by Physicians. Gathers ancillary testing forms received from Physicians when necessary.
• Communicates information regarding impending surgery to patients and their families, within scope of knowledge of incumbent. Sends patient a letter (copies referring provider), with detailed instructions (required prescriptions if applicable), as well as appointment card.
• Calls patients with appointment reminders. Intentions are to speak with the patient, and elicit a response on the intent of the patient to keep the appointment. Scheduler serves as a contact for future questions or concerns.
• Confirms patient procedures within the Suite for Clinical staff.
• Maintains inventory of patient instructions and educational materials as it relates to ancillary testing
• Coordinates patient care with various clinics, pre-admission testing, and staff, within the Clinical Enterprise to accommodate procedure requests.
• Obtains phone consent and coordinates care for DHHR patients (Department of Health and Human Resources). Will scan legal documents into EPIC System.
• Arranges for pre-certification with third party payers as may be required by the department.
• Completes any missing information; provides Referring Clinical Staff with request forms that aid in the determination of medical procedure, necessity of treatment, and/or necessary follow up.
• Refers patients requiring financial assistance to social services and financial counselors
• May maintain record of cases performed, including those with resident participation.
• Will update the DEPOT weekly to reflect information about the case and any issue(s) with scheduling the case.

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to sit for extended periods of time.
• Hearing (aid permitted) - must be able to function without use of lip reading
• Visual acuity (corrected) - keen for both distant and near objects/individuals (i.e. ability to read small print)
  

WORKING ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Standard office environment.

SKILLS AND ABILITIES:

• Strong written and verbal communication skills.
• Familiarity with medical terminology.

Additional Job Description:

Scheduled Weekly Hours:

20

Shift:

Exempt/Non-Exempt:

United States of America (Non-Exempt)

Company:

Cost Center:

72 BMC Nursing Operating Room

Address:

2500 Hospital Drive

Martinsburg

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.

WVU Medicine is West Virginia's largest healthcare system, encompassing 22 hospitals and over 30,000 employees, dedicated to providing comprehensive medical care across multiple states.

1 Medical Center Dr, Morgantown, WV 26506, US