Surgical Scheduler

WVUH West Virginia University Hospitals; United States; On-site; USD 32,000 - 42,000; Full time

Job summary

WVUH West Virginia University Hospitals in Morgantown seeks an Administrative Scheduler to manage the surgical calendar, coordinate pre-admission testing, and collaborate with OR staff to optimize case flow. The role requires strong communication and familiarity with medical terminology.

Responsibilities include confirming procedures, updating EPIC queues, arranging pre-certifications, and communicating with patients and families about instructions and appointments.

Qualifications

• High school diploma or equivalent.
• Knowledge of medical terminology is preferred.
• Strong communication skills, written and verbal.

Responsibilities

• Establishes and monitors the surgeon calendar and OR schedule to optimize case timing.
• Fills gaps when procedures are canceled by coordinating with staff and patients.
• Assists in scheduling urgent and emergent surgeries.
• Coordinates and schedules pre-admission testing as required.
• Tracks test results and ancillary testing forms in EPIC.
• Communicates surgery details to patients and families with clear instructions.
• Contacts patients for appointment reminders and handles inquiries.
• Confirms procedures with clinical staff in the Suite.
• Maintains patient instruction materials related to testing.
• Coordinates patient care with clinics, testing services, and staff.
• Obtains consent and coordinates care for DHHR patients, scanning documents into EPIC.
• Arranges pre-certification with third-party payers as needed.
• Completes missing information and provides forms to assist in decision-making.
• Refer patients needing financial assistance to social services and counselors.
• May maintain records of cases, including resident participation.
• Updates the DEPOT weekly with case information and scheduling issues.

Skills

Strong written and verbal

Medical terminology

Education

High school diploma or equivalent

Tools

EPIC system

Job description

Welcome! We're excited you're considering an opportunity with us!

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

• 1. High school graduate or equivalent.
• 2. State criminal background check and Federal (if applicable), as required for regulated areas.

Preferred Qualifications

• 1. One (1) year medical office experience with scheduling responsibilities.

Core Duties and Responsibilities

• 1. 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.
• 2. 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.
• 3. Assists in scheduling urgent and emergent surgeries.
• 4. Coordinates and schedules testing needed prior to surgery as may be required by the department.
• 5. Keeps up to date queue from tests ordered in EPIC by Physicians. Gathers ancillary testing forms received from Physicians when necessary.
• 6. 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.
• 7. 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.
• 8. Confirms patient procedures within the Suite for Clinical staff.
• 9. Maintains inventory of patient instructions and educational materials as it relates to ancillary testing.
• 10. Coordinates patient care with various clinics, pre-admission testing, and staff, within the Clinical Enterprise to accommodate procedure requests.
• 11. Obtains phone consent and coordinates care for DHHR patients (Department of Health and Human Resources). Will scan legal documents into EPIC System.
• 12. Arranges for pre-certification with third party payers as may be required by the department.
• 13. 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.
• 14. Refers patients requiring financial assistance to social services and financial counselors.
• 15. May maintain record of cases performed, including those with resident participation.
• 16. Will update the DEPOT weekly to reflect information about the case and any issue(s) with scheduling the case.

Physical Requirements

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

Working Environment

• 1. Standard office environment.

Skills and Abilities

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

Additional Job Description

• Scheduled Weekly Hours: 40
• Shift: Exempt/Non-Exempt: United States of America (Non-Exempt)
• Company: WVUH West Virginia University Hospitals
• Cost Center: 131 WVUH HVI Cardio Non Invasive Lab
• Address: 1 Medical Center Drive Morgantown West Virginia

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.