Under the guidance of the Center's RN clinic manager, the Scheduling Secretary and Lead will assist in the coordination of Patient Surgical schedule. The Scheduling Secretary and Lead will collaborate in the management and scheduling of routine surgical procedures as well as add-ons and emergent procedures, facilitating communication between patients, physicians, other Organization departments, and staff members. Coordinates with patients in the scheduling of pre-procedure diagnostic tests and clearances. Is responsible for patient registration filing, data entry, preparation of patient charts and other clerical duties as assigned.
The Scheduling Secretary and Lead displays and practices a work-style reflecting the mission, vision and values of the Center, as well as the Organization. Participates in the continuous quality improvement processes. Maintains a working knowledge of departmental standard operating procedures, including the use of specialized instrumentation, Quality Control requirements, and preventative maintenance
Actively works with patient/physician/Center's manager to facilitate the identification of the alternatives to schedule the procedure.
Coordinates with patients in scheduling procedures in a timely manner.
Communicates effectively with team regarding changes in schedule, patient issues and physician office concerns.
Maintains accurate information gathered, input to computer, communication clip board, log and/or given to appropriate person.
With changes, follows through with timely communication to all appropriate locations and individuals of patient location/assignment, schedule changes.
Understands the necessity for accurate patient information to ensure proper insurance billing, coordinates new patients and changes with O/P registration.
The scheduler is responsible for coordinating the OR/GI Lab schedule of each physician at Hoag and USC, when applicable.
The scheduler must work in conjunction with the front office personnel in order to maximize the procedure and clinic schedule.
The scheduler is responsible for ensuring that all procedures and related hospital admissions are authorized when necessary.
The scheduler is responsible for ensuring that all pre-op clearances are scheduled and that patients complete all pre-op diagnostic testing.
The scheduler is responsible for notifying the OR/GI Lab if the physician requests special equipment.
The scheduler is responsible for ensuring that all surgical orders and requests are completed by the physician.
The scheduler is responsible for updating the OR and the GI Lab when changes are made to the physician's calendar.
The scheduler is responsible for updating the OR and GI Lab when there are changes to a currently scheduled procedure.
Performs other duties as assigned.
Clinical Care: Ensure that quality patient care is delivered to all patients on a 24-hour basis, and the unit is maintained in accordance with professional and regulatory standards and the philosophy and goals of Hoag.
In addition to the above, the Scheduler Lead will be responsible for the following:
Exercises authority appropriately, scheduling and directing office team members to accomplish priorities and goals of the department.
Ensures smooth office operations; ensures hospital and department policies are adhered to; acts as a resource for scheduling and hospital application programs.
Directs team members to accomplish priorities and goals.
Participates in the interview and selection process.
Assists with department process improvement projects.
Evaluates personnel and provides input to management for performance appraisals prior to review date.
Participates in organizing and conducting team meetings.
Education, Training and Experience
Scheduling Secretary Lead:
High school diploma or equivalent. Must be detail oriented and have excellent interpersonal and communications skills. Knowledge of proper body mechanics and safety measures are required. Ability to follow instructions and maintain patient confidentiality at all times.
Minimum of two years prior scheduling experience or equivalent medical office experience with strong knowledge of basic medical terminology.
Skills or Other Qualifications
Basic knowledge of Microsoft Office Suite, including Outlook, Word and Excel.
Excellent communication skills; customer focused; excellent attention to detail; able to prioritize tasks and meet deadlines; strong interpersonal skills; able to work in a team environment.
Proven ability to interface with all customer levels (physicians, Organizational staff, insurance companies, patients and family members).
Working knowledge of medical terminology, plus full understanding of medical insurance, procedures.
Basic keyboarding skills at 35 WPM.
Intermediate knowledge of Microsoft Office Suite, including Outlook, Word and Excel.
License and Certifications
Hoag Memorial Hospital Presbyterian