Scheduling Assistant

Position Summary:

Position Summary

Comments

Accurately schedules and allocates the Operating Room resources such as c-arms, instrumentation, etc. and schedules accordingly with or without assistance. Obtains necessary patient documentation from the referring physicians' office.

Coordinates with surgeon's offices on surgery placement with an understanding of block scheduling for Main OR, UT Day Surgery, GI Lab, and other peripheral procedural areas. Works closely with clinical managers/coordinators to accurately place complex surgical cases appropriately.

Core Behaviors

Dependability, Attendance and Punctuality.

a. Unscheduled absences and tardiness must be minimal.

b. Properly uses home clock and badges for clocking (if applicable).

c. Calls 2 hours prior to the start of a shift.

d. Demonstrates respect for others time by arriving on time.

e. Is ready to begin work by scheduled start time.

Safety

a. Communication/Teamwork.

b. Safe working practices.

c. Respect for others and patient privacy/dignity.

d. Environment of Care/Employee safety/Emergency management.

e. Incident Reporting.

f. Promotion of safe practices and accident prevention.

g. Hand Hygiene

Compliance and Adherence to Policies, Procedures and Regulations

a. Demonstrates his/her knowledge and willingness to comply with all policies, procedures and regulations.

Organizational Priorities & Position-Specific Responsibilities / Performance Standards

List the major duties/key responsibilities of the position with details on how to achieve that responsibility. Classify each key responsibility under one of the UTMC Organizational Priorities: Service, Efficiency/Effectiveness or Quality/Safety.

Service

Assists Surgeons, Surgeon's Offices, Anesthesiologist and residents

a. Locates historical data.

b. Prints case related requests.

c. Provides statistical data.

Provides clerical support for O.R. Managers and staff

a. Types documents.

b. Faxes as needed.

c. Copies as needed.

d. Assists nursing staff with patient information data collection.

Schedules anesthesia periphery cases

a. Uses anesthesia guidelines to determine appropriate placement.

b. Conflicts with charge staff anesthesiologist and physicians are resolved without justified customer complaints.

Schedules surgical case

a. Knows how to move cases in the schedule properly.

b. Notifies the staff of the changes.

c. Determines resource availability using critical and analytical thinking.

d. Solves resource conflicts within their scope of authority contacting Nurse Manager/Coordinators/Team Leaders only when necessary.

e. Appropriate department is notified of special/specific resource needs.

f. Understands the block scheduling system for all sites and follows guidelines set by OR Committee and PLLC.

g. Answers multi-line phone queue and team member backline.

h. Answer phones adhering to UHS Phone Etiquette guidelines and Always Behavior Training.

i. Retrieves messages from multiple applications including Microsoft Teams and Outlook throughout shift.

j. Schedules cases from Orders to Scheduling/Weblinks, Scheduling Spreadsheet, as well as verbal phone scheduling.

k. Creates pre-reg encounters for all outpatient/am admit surgical procedures with complete phone number, insurance verification, and ICD-10/CPT codes.

Efficiency and Effectiveness

Demonstrates Knowledge of Required Computer Programs

a. Cerner

b. Powerchart

c. Microsoft Teams

d. Microsoft Outlook

e. Tableau Reports

Prepares next day schedule

a. Schedule is completed with M.R. numbers and date of births.

b. Cases are linked to appropriate correct financial encounter by checking report multiple times throughout shift.

c. Doctor Preference Cards are corrected and accurate for surgical supplies for procedure by checking report on next's day shift.

d. Zero DPC report is checked daily. Emails are sent to appropriate team members if new DPCs are required.

e. All spelling/grammatical errors are corrected when checking daily report.

f. Surgical duration times are confirmed with offices/surgeons to ensure flow of the next day's schedule.

g. Assists in confirming the next day surgery schedule with offices for accuracy/time scheduled via Outlook email and verbally over the phone.

h. Follow-up on emails to correct/cancel/change any surgical case discrepancies.

i. Monitors call queue wait times.

j. Coordinates with offices/surgeons on moving cases up within a 2-week period to facilitate flow/efficiency.

k. Coordinate with offices/surgeons/OR team on equipment conflicts within a 2-week time frame to ensure resources are appropriately dispersed and available for each procedure/provider.

Quality and Safety

Enters Patient/Surgical Case information into computer system

a. Account and medical record information is entered accurately with minimal errors.

b. Utilizes Insite Privileges tool to confirm surgical and equipment privileges for surgical providers.

c. Enters vendor/supply information accurately.

Communication

a. Communicates age specific surgical procedure add-ons between multiple departments via email.

b. Communicate via Teams for day of and next day surgery add-ons for UT Day Surgery.

c. Monitors group Teams communication for changes/updates/requests on upcoming dates of service.

Position Qualification:

Required/Preferred (and/or)

3-6 months

Years of Experience can be related experience and/or training; or equivalent combination of education and experience.