Surgical Services Specialist, NBMC (Full Time, Days)

NorthBay Healthcare Group; Fairfield (CA); On-site; USD 44,000 - 66,000; Full time

Job summary

Northbay Health in Fairfield, CA, seeks a Surgical Services Specialist to provide administrative support to the clinical manager and department leads. You will help develop databases, create data-entry tools, and write reports while delivering excellent customer service with minimal supervision.

The role supports the leadership team by maintaining records, schedules, and communications, coordinating services for procedures, and ensuring accurate documentation across perioperative operations.

Qualifications

• Education: High school graduate or equivalent preferred.
• Graduate of, or completed course work in, a recognized secretarial program or two years’ experience at the administrative support level.
• Medical terminology certificate required within 6 months of hire.
• BLS certification within first three months of hire.

Responsibilities

• Schedules surgery cases in accordance with established NorthBay policy.
• Coordinates vendors and ancillary services for each case.
• Generates departmental statistics, correspondence, and documents on schedule.
• Collects monthly audit reports for Perioperative Services and files per policy.
• Records staff assignments and updates staffing lines daily.
• Maintains databases and runs reports as needed.
• Verifies charges for procedures and ensures proper documentation.

Skills

Communication skills

Multitasking

Office equipment proficiency

Microsoft Word

Microsoft Excel

Windows NT

Database administration

Microsoft Access

Typing

Education

High school diploma or equivalent

Medical terminology certificate

Secretarial program coursework or equivalent

Two years administrative support experience

Tools

Microsoft Word

Microsoft Excel

Windows NT

Database administration

Microsoft Access

Job description

Job Description

At Northbay Health, the Surgical Services Specialist is responsible for the overall administrative support of the managerial activities of the clinical manager and department leads. This position works closely with the director and management team on the development and maintenance of databases, data entry tools and report writing as well as provides operational, secretarial and filing support. This position provides excellent customer service and works independently with minimal supervision utilizing a high level of initiative, judgement, and critical thinking skills.

Job Description

At Northbay Health, the Surgical Services Specialist is responsible for the overall administrative support of the managerial activities of the clinical manager and department leads. This position works closely with the director and management team on the development and maintenance of databases, data entry tools and report writing as well as provides operational, secretarial and filing support. This position provides excellent customer service and works independently with minimal supervision utilizing a high level of initiative, judgement, and critical thinking skills.

Primary Job Duties/Responsibilities

Report Development

• Schedules surgery cases in accordance with established NorthBay policy.
• Coordinates vendors and ancillary services, and sends notifications as needed for each case.
• Generates departmental statistics, correspondence, and other documents according to established timelines.
• Collects monthly audit reports for all Perioperative Services departments for manager review and files them in accordance with hospital policy.
• Requests reports as needed and ensures they are produced and/or built in a timely manner.
• Generates statistics and distributes them to all appropriate stakeholders.
• Generates and distributes all mail and correspondence for Perioperative Services.
• Completes anesthesia billing sheets and mails them directly to the contracted provider.
• Sends completed anesthesia schedules to the Medical Staff Office for placement on Web Exchange.
• Maintains databases and runs reports as needed.
• Maintains the block release process, including sending letters to surgeons regarding block utilization.
• Maintains unit files, clerical supplies, and forms at PAR levels; works with the Purchasing Department to obtain updated forms and purchase orders.
• Utilizes a multi-line phone system for several departments (Surgery, Endoscopy, and SPA) using appropriate phone etiquette.
• Accesses and prints surgery schedules, notifying staff of changes as needed, and distributes schedules accordingly.
• Records staffing assignments on the staff line daily and notifies anesthesiologists of daily assignments.
• Other duties as assigned.

Departmental Activities

• Maintains department staff schedules and makes changes as requested by managers and department leads.
• Posts staff assignments into Cerner Dashboard and Leaprail grease board.
• Calls and updates staffing line daily.
• Creates daily call schedule and disburses to other areas of the hospital.
• With the direction of the manager, completes Kronos time sheets and ensures 100% accuracy with staff schedules.
• Coordinates special meetings or educational opportunities in support of the leadership team.
• Understands and supports established organizational, departmental, quality improvement, safety, environmental, and infection control policies and procedures.
• Completes special projects as requested.
• Acquires and maintains advanced knowledge of computer software/hardware technology in order to support the program needs of the leadership team.
• Tracks competency information for the managers as requested. Maintains unit employee competency files as instructed.
• Schedules surgery, endoscopy and SPA procedures maintaining awareness of equipment, conflicts, limitations, and block schedules.
• Coordinates with CN IV and materials manager to ensure vendors/equipment are here for cases.
• Schedules pre-op appointments for patients with surgeons/surgeons’ offices.
• Verifies charges for surgical procedures from Cerner system; adds charges for implants/supplies.
• Verifies nursing documentation for accuracy and completion.
• Responds to unusual and emergency situations using sound judgment in instituting established procedures to correct situation in a calm, efficient manner. Utilizes chain-of-command if necessary.
• Maintains awareness of patient, staff, and physician flow in department and communicates between units to facilitate work flow.
• Records statistical data and reports to appropriate department(s) on bi-weekly or monthly basis.
• Compiles fire drill reports for perioperative departments and sends to appropriate departments.
• Attends 50% staff meetings and reads/initials 100% of minutes. Attends quarterly scheduler’s meeting and other meetings as requested.
• Activates CVOR group paging system timely.
• Obtains sick call information and reports to appropriate managers.
• Family liaison for patients in a procedure. Tracks pagers, maintains patients confidentiality by requiring PIN before giving out information. Directs family on contacts to obtain the PIN if appropriate.
• Vendor liaison; keeps open communication regarding surgery times and changes in required instrumentation/supplies, monitoring for Reptrax compliancy.
• Signs off to Administrative Coordinator at the end of the scheduling day.
• Other duties as assigned.

Individual Productivity

• Demonstrates ability to manage time and perform duties by keeping overtime, missed rest and meal breaks to a minimum.
• Able to troubleshoot all office equipment proficiently or makes referrals for repair.
• Maintains and updates Administrative Support Specialist reference book.
• Maintains implant book.
• Updates physician and vendor phone numbers in perioperative phone book.
• Maintains a clean, safe work environment.

Qualifications

• Education: High school graduate or equivalent preferred. Graduate of, or completed course work in, a recognized secretarial program or two years’ experience at the administrative support level. Medical terminology certificate required within 6 months of hire.
• Licensure/Certification: BLS required within first three months of hire.
• Skills: Excellent oral and written communication skills required. Demonstrated experience in managing multiple priorities required. Basic typing and computer knowledge required. Proficient in Microsoft Word and Excel preferred. Demonstrated experience with Windows NT and database administration required. Advanced working knowledge of Microsoft Access preferred. Must possess ability to prioritize several tasks at once and be able to function in a noisy/busy atmosphere.
• Physical Skills: Attendance is an essential function of the job. 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. Primarily sedentary to slight physical exertion.
• Hours of Work: Monday through Friday with hours to meet the needs of the department. Ability to travel between both facilities as needed.
• Other: Completion of annual organizational requirements for employment (TB Testing, Safety Training, Patient Safety Training, mandatory in-services, etc.). Must be available to perform job duties at both the NorthBay and VacaValley campus.