Surgical Scheduler for growing Gastroenterology office

WVU Medicine Berkeley and Jefferson Medical Centers; Martinsburg (WV); On-site; USD 38,000 - 48,000; Full time

Job summary

BMC Berkeley Medical Center is seeking an administrative scheduler to manage surgical scheduling and coordinate pre-admission testing. The role requires strong communication and familiarity with medical terminology and EPIC workflows.

The position involves scheduling cases, coordinating testing, and communicating with patients and referrals to ensure efficient OR utilization. 40 hours weekly in a standard office environment.

Qualifications

• High school diploma or equivalent.
• State criminal background check and Federal background check if applicable.

Responsibilities

• Establishes and monitors detailed calendar for each surgeon and OR schedule to proficiently schedule all cases.
• Fill gaps when procedures are canceled by pulling future cases and coordinating with internal staff.
• Assist in scheduling urgent and emergent surgeries.
• Coordinate and schedule pre-admission testing required by the department.
• Maintain up-to-date queue from tests ordered in EPIC; collect ancillary testing forms.
• Communicate surgery details to patients and families and send informational letters and appointment cards.

Skills

Scheduling experience

Education

High school graduate or equivalent

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:

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

PREFERRED QUALIFICATIONS:

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

CORE DUTIES AND RESPONSIBILITIES:

• 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:

• 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:

• Standard office environment.

Skills And Abilities

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

Additional Job Description

Scheduled Weekly Hours:

40

Shift:

United States of America (Non-Exempt)

Company

BMC Berkeley Medical Center

Cost Center

492 BMC Gastroenterology

Address

2500 Hospital Drive

Martinsburg

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.