Wvu-Surgical Scheduler-Administrative Assistant, Surgery -89865

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Establishes and monitors detailed calendar of each surgeon. Monitors and notifies all parties involved regarding time changes with schedules. Coordinates any pre-admission and ancillary testing done or ordered within the department. Coordinates and schedules elective and emergent surgeries.

MINIMUM QUALIFICATIONS :

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. High School Diploma or equivalent required.

EXPERIENCE:

1. 2 years medical office experience required.

PREFERRED QUALIFICATIONS :

EXPERIENCE:

1. Knowledge of medical terminology preferred.

CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position. They are not intended to be constructed as an exhaustive list of all responsibilities and duties. Other duties may be assigned.

1. Establishes and monitors detailed calendar of each surgeon and uses this information in conjunction with OR schedule in order to proficiently schedule all cases in a timely fashion and provide best time utilization for surgeon. Will make every effort to schedule cases within the appropriate times for the surgeon and OR. If unable to accomplish this based on urgency or case specifics, will work with management and/or surgeon to make an appropriate compromise.

2. Schedules surgeries in Ruby Memorial Main Operating Room, the Physician Office Center Minor Surgery Room, the Ambulatory Surgical Center and the Cancer Center.

3. Schedules all pre-admission testing for department.

4. Coordinates all pre-operative and ancillary testing needed prior to surgery.

5. Communicates information regarding impending surgery to patients and their families, within scope of knowledge of incumbent.

6. Assists in scheduling urgent and emergent surgeries.

7. Arranges for pre-certification with third party payers when necessary.

8. Displays intimate knowledge of procedure schedule; will be required to have in depth understanding of Clinical staff, equipment and OR availability, to provide requested procedures.

9. Coordinates internal and external equipment needs for case(s).

10. Send patient a letter (copies referring provider), with detailed instructions (required prescriptions if applicable), as well as appointment card.

11. Coordinates patient calls 3-4 days before procedure – will be required to follow up until answer. Required to adhere to parameters put in place by division to supply highest level of service not only to referring physician office, but also Suite Staff, and finally section Staff.

12. Completes any missing information; provides Referring Clinical Staff with request forms that aid in the determination of medical procedure, necessity of treatment, and/or necessary follow up. Scheduler serves as a contact for future questions or concerns.

13. Scheduler may be required to speak with referring physician office to inform them of Clinic appointment as opposed to procedure appointment.

14. Notate surgeon specific equipment or implant needs. If desired equipment is not available will assist in coordination of request for new equipment and monitor time line in order to not postpone case.

15. Continuously monitor and review length of specific procedure with specific surgeon to ensure optimal utilization of OR time.

16. Obtains phone consent and coordinates care for DHHR patients (Department of Health and Human Resources). Will scan legal documents into EPIC System.

17. Confirms patient procedures within the Suite for Clinical staff.

18. Coordinates patient care with various clinics, pre-admission testing, and staff, within the Clinical Enterprise to accommodate procedure requests.

19. Required to work closely with Clinic Call center to decrease clinic back log by scheduling procedure appointments – those in need of procedure decided upon by Clinical Staff.

20. Required to work closely with Clinic Manager as well as clinical staff, to accommodate procedure requests.

21. Works with clinical staff to order necessary prescriptions for pre-procedure requirements, and pertinent instructions.

22. Calls patients with appointment reminders. Intentions are to speak with the patient, and elicit a response on the intent of the patient to keep the appointment.

23. Monitor receipt of all clearance letters (medical/cardiac/pulmonary) prior to scheduling of the surgery. Make sure all paperwork is completed and scanned into EPIC which includes consent, clearances and outside testing results. Keeps meticulous records and monitors all needed information.

24. Will monitor and coordinate any testing that may need to be completed immediately prior or after surgery. Ex: MRI or CT imaging. Will ensure that it is scheduled appropriately and completed within the allowed time frame.

25. Will be alerted of any abnormal test results that may contraindicate surgery. Will reach out to appropriate personnel that will be able to make determination within their scope of practice as to how to address situation and treatment prior to surgery if indicated. Most frequent occurrence would be a positive urinalysis indicating infection. Contacting a resident/surgeon as to treatment plan, coordinating orders for medication and repeat urinalysis being placed by physician or PA. Ensuring that patient is contacted and made aware and tracking results.

26. Assisting pre-certification to ensure all information is provided and sent timely to approve procedure. Gathering radiological films, ensuring notes are complete and precise, monitoring that all cases are being handled timely. Assisting with cases that are deemed difficult to qualify and ensuring all efforts are exhausted. Coordinating financial counseling services to patients that require assistance. Will also gather information regarding pre-requisites that need to be met prior to surgical approval. Solely authorizing all worker’s compensation cases, and facial plastics and cosmetic surgery cases.

27. Notifies surgeon if procedure is denied, offers assistance and possible alternatives as needed. Coordinates surgeon’s availability to speak to insurance company to override denial in lieu of a “peer to peer” request.

28. Coordinates with other departments and surgeons if co-surgery is requested. Will manipulate schedule to accommodate both surgeons and circumstances.

29. Closing Scheduling Short-falls or gaps.

30. Required to understand the procedure schedule, preference of staff physician performing the procedure, as well as other information that could determine patient presenting to procedure room. Intent is to work with all parties involved, under the direction of the Lead (Staff Physician, clinical staff, referring physician office, and patient) Ultimate intent of accomplishing 100% procedure show rate. Will release OR time accordingly.

31. If procedures are canceled, requirement is to pull future cases/appointments to keep procedure schedule full; directed by Lead. This will require careful management and knowledge of internal staff schedules and preferences. Scheduler will be responsible for filling gaps with patients that only require procedure. This will involve working with Clinical Staff, or referring physician office to massage and manage schedule.

32. May maintain record of cases performed, including those with resident participation.

33. Will update the DEPOT weekly to reflect information about the case and any issue(s) with scheduling the case.

34. Keeps up to date queue from tests ordered in EPIC by Physicians. Gathers ancillary testing forms received from Physicians when necessary

35. Displays intimate knowledge of ancillary testing schedule to allow decision making as it relates to scheduling of tests

36. Refers patients requiring financial assistance to social services and financial counselors

37. Provides patients with directions to ancillary testing site

38. Maintains inventory of patient instructions and educational materials as it relates to ancillary testing

PHYSICAL REQUIREMENTS: 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.

1. Ability to sit for extended periods of time.

2. Hearing (aid permitted) – Must be able to function without use of lip reading.

3. Visual acuity (corrected) – Keen for both distant and near objects/individuals (i.e. ability to read small print).

WORKING ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Working closely with others

2. Normal office setting with electrical equipment (i.e. telephone, personal computer, copier, fax machine, etc.)

3. Computer Software/Systems include but are not limited to:

• Microsoft Office Professional Suite (Outlook, Word, Excel, Access)

• Internet Explorer

• Patient Information System

SKILLS AND ABILITIES:

1. Ability to type 25 wpm preferred.

2. Possesses the interpersonal skills to positively and effectively communicate, negotiate, and resolve conflict.

3. Cooperatively interacts with the health care team to support and contribute to the shared group goals.

Additional :

This role is 3-12 hour shifts on Friday, Saturday and Sunday nights

Scheduled Weekly Hours:

24

Shift:

Night (United States of America)

Exempt/Non-Exempt:

United States of America (Non-Exempt)

Company:

WVUH West Virginia University Hospitals

Cost Center:

745 WVUH Surgery 5 North

Address:

1 Medical Center Drive

Morgantown

West Virginia