UNIV - Administrative Assistant - Surgery: Surgical Oncology

Medical University of South Carolina • Charleston, SC

5d

About The Position

The Department of Surgery, Division of Surgical Oncology is actively recruiting for an Administrative Assistant.

Requirements

• A high school diploma and two years work experience that is directly related to the area of employment.
• A bachelor's degree may be substituted for the related work experience.
• Some positions require a valid driver's license and good driving record; or correctable vision of 20/40 in both eyes, with or without conventional lenses, and physical qualifications in accordance with Federal Motor Carrier Safety Regulations, Section 391.41; or AAVMA certification.
• Some positions require eligibility for bonding.

Responsibilities

• Responsible for scheduling patient surgeries including combo cases with multiple specialties.
• Inform patients of their surgery workup, other required appointments, and diagnostic tests and procedures required prior to surgery.
• Informs patients of their time and date of surgery along with their appropriate instructions for surgery.
• Responsible for receiving and/or creating all posting slips that are generated by the assigned department's surgeons, residents, or administrative staff.
• Posts the surgeries with the correct codes to the appropriate operating room, hybrid room, Cath lab, VIR on the hospital scheduling system.
• Vascular Access cases are posted at ART, VIR HW, and EH5 at Main and are scheduled based on patient’s availability due to dialysis schedules.
• Contacts company reps to ensure required equipment/devices are on hand for surgery dates.
• Handles any changes that has taken place after the schedule has been completed, which includes taking care of cancellations, recalling patients, binding operating rooms for add-ons and emergency cases that are received.
• Forwards surgery information to all appropriate areas including but not limited to surgery teams, preop, Medical records, financial counseling, administrative staff, clinical staff.
• Acts as a liaison for patients and their families to include surgery scheduling, correspondence regarding patient expectations, follow up, secure/confirm pre- op appointments and schedule post op appointments when appropriate; complete follow up phone encounter in electronic record for documentation purposes.
• Assist physician, residents, and staff to coordinate surgeries with the operating room chief nurse for the department.
• Constantly stay in contact with the surgical team and the administrative staff; and most importantly the operating room to ensure the surgeons are accommodated and their surgical procedures flow smoothly.
• Provide documentation for instrumentation that is needed to have the operating room stocked and set up appropriately for each surgical case.
• Provide the chief nurse with the name of the sale's rep and company they represent and the corresponding surgical case.
• The operating room should expect to receive trays or equipment that are not stocked in the hospital. These trays are delivered directly to the operating room.
• Confirm these items have been ordered and purchase orders have been given with the OR.
• Invites other departments such as Pathology to the case when needed.
• Describes, expands, and clarifies responses to any questions not answered by faculty or residents related to preoperative preparation, proposed intra-operative surgery, or post-operative inpatient/outpatient care.
• Confirms receipt of required patient workup information (H & P, consent form, etc.?), Screens for participation in classes, receipt of medical clearances, dental clearances, nicotine testing, Covid Vaccination/testing; phone screens and anesthesia appointments.
• Ensure that any ancillaries that were requested prior to surgery have been performed and results obtained if done at an outside facility.
• Reiterate holding blood thinners for the appropriate timeframe indicated by surgeon for the surgical procedure along with holding GLP-1 and any additional medications that need to be held.
• For cancer patients, coordinate surgery around chemotherapy and/or radiation therapies.
• For cancer patients book surgeries as soon as possible to help with survivability as first appointment to treatment/surgery is vital for patient’s longevity.
• Coordinates the case schedule with the necessary departments within the hospital and schedules special request for Anesthesia, PICU and SICU beds, etc. so they will be present when needed for a particular procedure.
• Other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees