Scheduling Specialist

Scope of Position

Under general direction of the Senior Manager, Patient Access, the scheduling specialist is responsible for the centralized scheduling of the operating suites including the Surgical Day Care. Notes special equipment, anesthesia, ICU, and other needs. Reviews OR schedule with Anesthesia daily. Schedules inpatient, day surgery, extended recovery, and outpatient procedures admission in the Epic system. Ensures patient demographics and financial information is accurate and complete. Performs general clerical duties to support scheduling functions.

Principal Duties and Responsibilities

Gathers and ensures that patient demographic and financial information is complete and accurate upon booking to the degree possible.

Gathers and ensures accuracy of patient diagnoses and procedures being scheduled, patient type and expected length of stay.

Enters all information into the OR / Admitting scheduling system.

Communicates changes in rules and regulations with users and offices.

Schedules operating room times for 70 ORs from requests made by physicians in all services, collates requests and prepares centralized schedule to submit 2 days in advance.

Schedules type of anesthesia needed and coordinates physician time with Anesthesia scheduling office. Participates in daily meeting to plan for 24 and 48 hour operating room schedule.

Researches discrepancies in OR requests and Admission requests, contacting appropriate parties to clear the discrepancy.

Works with bed management and front desk to book and communicate need for add on inpatient bed needs in timely and efficient manner.

Escalates training or efficiency issues to management in order to improve overall process improvement and patient/customer satisfaction.

Ascertains need for ICU bed, medically necessary private room, patient preference private room, limited access, and confidentiality and notes appropriate in both the OR / Admitting scheduling system.

Primarily responsible to respond to all telephone calls to scheduled and faxed booking slips.

Answers phones, performs light typing, maintains files.

Performs related duties as necessary.

May be called on to cross train as a patient interviewer.

Qualifications

• Excellent Customer Service Skills

• Bachelor's degree preferred

• Healthcare/Business environment (2-3 years experience preferred)

• Ability to type at least 30 wpm

• Strong communication, interpersonal and team skills

• Medical Terminology skills preferred

• Willingness to continually learn and grow as a member of a team and department