Surgical Scheduler for growing Gastroenterology office

WVU Medicine; Burbank (CA); On-site; USD 25,000 - 39,000; Full time

Job summary

UHA University Health Associates in Martinsburg, WV seeks an Administrative Scheduler to manage surgical scheduling and pre-admission testing coordination within the department.

The role requires strong communication, accuracy, and EPIC familiarity, with responsibilities including calendar management, coordinating tests, and guiding patients through pre-op instructions.

Qualifications

• High school diploma or equivalent.
• State and Federal background checks as required for regulated areas.
• Experience in a medical office with scheduling responsibilities is preferred.

Responsibilities

• Establish and monitor surgeon calendars and OR schedules to optimize time.
• Fill gaps when procedures are canceled by scheduling alternative patients.
• Assist in scheduling urgent and emergent surgeries.
• Coordinate and schedule pre-surgery testing as required.
• Maintain EPIC queue and collect ancillary testing forms.
• Inform patients and families about upcoming surgery with instructions.
• Call patients with appointment reminders and answer questions.
• Confirm procedures with clinical staff through the suite.
• Maintain patient education materials related to testing.
• Coordinate care with clinics and pre-admission staff for procedure requests.

Skills

Strong written and verbal comms

Medical terminology familiarity

Education

High school graduate or equivalent

Tools

EPIC

Job description

Welcome! We're excited you're considering an opportunity with us! Below, you'll find other important information about this position.

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:

1. 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.

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: 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.

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: 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.

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:

UHA University Health Associates

Cost Center:

492 UHAE Gastroenterology

Address:

2500 Hospital Drive

Martinsburg

West Virginia

Equal Opportunity Employer

University Health Associates and its subsidiaries (collectively "UHA") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. UHA 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 UHA 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.