Surgery Scheduling Coordinator

Job Description:

Surgery Scheduling Coordinator

Surgical Services I Lexington, KY

PRN, First Shift (830-1700)

Baptist Health Lexington Surgical Services Department encompasses several key areas: the Pre-Op Department, 20 operating rooms with a business office staff responsible for scheduling, a Postoperative Care Unit, an Endoscopy Department with dedicated pre- and post-op areas, and a Sterile Processing Department.

Description:

• Receives and responds to telephone call requests from referring physicians' offices, hospital staff, in an appropriate and professional manner.
• Performs telephone interviews with Surgeon's staff to secure demographic, diagnostic, procedural and scheduling information.
• Can view schedule and expeditiously locate available time. Evaluate schedule for room utilization/offers available time slots to surgeons/office staff.
• Accurately searches EPIC (registration system) to verify if patient already has a record created.
• This includes searching by name, Date of birth, Social Security number. Avoiding duplication of patient records.is critical to the integrity of the registration system, clinical care and billing.
• Accurately completes the pre-registration process according to hospital policy and procedures.
• Selects correct procedure(s) and admission types and enters appropriate time slot ensuring absence of any conflicts.
• Enters correctly spelled diagnosis and other pertinent information to the appointment detail.
• Schedule appropriate procedures/surgeries per provider's orders, in EPIC and faxed Scheduling form.
• Selection of the procedure card that is the closest match to the physician's order.
• Notify Service Line Manager if the selection for the preference card is not found.
• Knowledge and awareness of contracted Anesthesia sites for the hospital.
• Schedule cases in the correct Block, recognize the difference between manual release and auto release blocks. Schedules PAT appointments and confirms scheduled times
• Schedules Anesthesia Coverage for procedures in other hospital departments. Assist with managing contracted anesthesia lines daily.
• Confirms patient's insurance provider and obtains appropriate documentation of coverage. Communicate any further request to appropriate parties as needed.
• Finalizes and confirms appointment date(s) and time(s) with caller. Document MRN and CSN numbers on the scheduling form correctly.
• Upon request by department Managers, adjust available times for procedures in EPIC.
• Follows policy for scheduling add-on (non-scheduled) or urgent surgical procedures.
• Performs other scheduling functions such as updating answers, preps, adhering to scheduled block times, and communication of schedule cancellations as appropriate, and physician privilege look-up.
• Reviews suspension list for physicians when scheduling appointment and taking appropriate action.
• Addresses concerns of the surgeon's office staff with department management for timely follow-up.
• Acts as a liaison between Surgeon's office and the Department of Surgical Services, Pre-Op, PACU, Endoscopy, and Sterile Processing.
• Assists in the finalization of the next business day's surgery schedule by confirming case/patient information with the surgeon's staff, distributing required copies of the schedule to other departments, checking for resource conflicts
• Efficiently and accurately enters information into scheduling and EPIC database.
• Receives and sends faxes appropriately, ensuring confidentiality of patient is not breached.
• Assists with data entry of operational records to ensure accurate record keeping
• Maintains surgical database with respect to patient information, surgical procedures, staffing during cases, and other information deemed necessary in the department.
• Assist with data entry pertaining to chargeable items when deemed necessary in the department.

Requirements:

• High School Diploma or equivalent.
• Minimum of One year of Surgery Scheduler experience.
• Training in Medical Clerical or Clerical and computer experience.
• Minimum one year experience in services related area (registration, preadmission, surgical scheduling, and appointment scheduling).
• Excellent communication skills, both written and verbal.
• Excellent organizational skills with attention to detail.
• Able to concentrate on multiple details with constant interruption.
• Computer knowledge to include Microsoft Word, and Excel.

Benefits:

• Tuition Reimbursement up to $6,000 annually
• Company paid Maternity and Paternity Leave
• 5 days of Paid Time Off available upon hire
• Bereavement Leave (includes pets)
• PTO Sell Back Program
• Compassionate Leave Sharing Program (PTO Donation)
• Employee Support Fund, for employees in need of emergency financial support