Lead Procedural Scheduler - OR

Conifer Health Solutions•Delray Beach, FL

About The Position

Full Time, Days Job Summary The Procedural Scheduling Lead (Level 3) is responsible for managing all aspects of patient scheduling for the hospital. The position has significant communication requirements with practice offices, leadership teams and employees. The job requires excellent communication skills to build collegial relationships with physicians, patients and staff Responsibilities Coordination of Hospital Schedule Schedules clinical procedures to promote consistent high-quality clinical care, including scheduling the correct procedure, site and supplies Schedules and registers patients via phone interaction to organize, arrange and coordinate patient and facility needs by considering variables as diagnosis, personal resources, equipment needs, patient availability, patient need, duration of treatment, insurance eligibility, safety needs and physician orders Obtains and enters all necessary information from physician office requesting operating room or procedure room time Communicates patient needs and resource requirements to ensure appropriate resources are available prior to scheduling. Interprets scheduling implications or limitations Maintains high productivity and performs efficiently, regardless of whether the work volume is high or low. Appropriately prioritizes work activities. Responds to difficult situations with self-control and a positive attitude. Allows adequate time for each procedure including individual physician requests, room turnover and other aspects of the facility schedule Identifies solutions that improve scheduling efficiency and practice Validates credentials of providers Works with Hospital Directors, Chief Nursing Officer and other hospital leaders to manage block time, as applicable Partners with facility leadership team to manage capacity utilization. Provides insights and opportunities for enhanced utilization based on day-to-day working and understanding of the procedural schedule. Responsible for training, development and oversight of other staff that participate in Hospital scheduling, e.g., cross training Depending on facility size, may have management responsibility for other schedulers within the Hospital Assists other employees and with other duties as required Communication and Customer Service Communicates with hospital leadership team regarding all scheduling issues Communicates special equipment, instrument, supply, anesthesia, and staffing requests to the hospital leadership team Communicates with physician offices to confirm cases, identify special needs, and determine any changes that should take place Communicates with physician offices to proactively manage dedicated time (such as block time), including anticipating scheduling changes such as additional open time (from block time releases, as applicable) or future availability. Promptly informs physician offices of hospital changes. Manages any conflict and issues that occur between the physician offices and the Hospital Builds relationships with current and new physicians by effectively communicating scheduling information Collaborates with scheduling team, clinical team and physician relations team to successfully promote scheduling opportunities Promotes positive coworker relationships through team work and cooperation Participates on Hospital projects, programs and activities as appropriate Is an active participant in all leadership discussions related to the schedule, and physician office issues Identifies and recommends changes that maximize customer service and quality within the hospital Leads implementation of efforts that promote higher capacity utilization Access Focuses on overall hospital efficiency, including maximizing block time (if applicable), identifying efficiencies to facilitate patient care, minimizing down time of rooms between cases Demonstrates understanding of hospital's capacity utilization improvement goals and can identify low vs. high utilizers for focused improvement efforts and recommend solutions Works with business development resources to identify and deliver strategies to improve patient quality, satisfaction and growth. Visits physician offices to identify and solve issues that may preclude effectiveness Proactively reaches out to office schedulers to identify additional cases that could be scheduled, with a consistent focus on earning business through superior patient care and service Looks for ways to overcome obstacles to appropriately schedule cases. Partners with hospital leadership to design strategies and tactics to implement solutions. Partners with office schedulers to provide solutions to issues that are impacting case volume Proactively assists physician offices by training new physician office schedulers, including visiting physician office, hospital tours and other tasks as required Works with hospital leaders to onboard new physicians through education on scheduling practices

Requirements

High School diploma (or equivalent)
3 years of scheduling experience (or related)

Nice To Haves

Bachelor’s degree in related field
Intermediate knowledge of medical terminology
1 year of supervisory experience

Responsibilities

Coordination of Hospital Schedule
Schedules clinical procedures to promote consistent high-quality clinical care, including scheduling the correct procedure, site and supplies
Schedules and registers patients via phone interaction to organize, arrange and coordinate patient and facility needs by considering variables as diagnosis, personal resources, equipment needs, patient availability, patient need, duration of treatment, insurance eligibility, safety needs and physician orders
Obtains and enters all necessary information from physician office requesting operating room or procedure room time
Communicates patient needs and resource requirements to ensure appropriate resources are available prior to scheduling.
Interprets scheduling implications or limitations
Maintains high productivity and performs efficiently, regardless of whether the work volume is high or low. Appropriately prioritizes work activities. Responds to difficult situations with self-control and a positive attitude.
Allows adequate time for each procedure including individual physician requests, room turnover and other aspects of the facility schedule
Identifies solutions that improve scheduling efficiency and practice
Validates credentials of providers
Works with Hospital Directors, Chief Nursing Officer and other hospital leaders to manage block time, as applicable
Partners with facility leadership team to manage capacity utilization.
Provides insights and opportunities for enhanced utilization based on day-to-day working and understanding of the procedural schedule.
Responsible for training, development and oversight of other staff that participate in Hospital scheduling, e.g., cross training
Depending on facility size, may have management responsibility for other schedulers within the Hospital
Assists other employees and with other duties as required
Communication and Customer Service
Communicates with hospital leadership team regarding all scheduling issues
Communicates special equipment, instrument, supply, anesthesia, and staffing requests to the hospital leadership team
Communicates with physician offices to confirm cases, identify special needs, and determine any changes that should take place
Communicates with physician offices to proactively manage dedicated time (such as block time), including anticipating scheduling changes such as additional open time (from block time releases, as applicable) or future availability.
Promptly informs physician offices of hospital changes.
Manages any conflict and issues that occur between the physician offices and the Hospital
Builds relationships with current and new physicians by effectively communicating scheduling information
Collaborates with scheduling team, clinical team and physician relations team to successfully promote scheduling opportunities
Promotes positive coworker relationships through team work and cooperation
Participates on Hospital projects, programs and activities as appropriate
Is an active participant in all leadership discussions related to the schedule, and physician office issues
Identifies and recommends changes that maximize customer service and quality within the hospital
Leads implementation of efforts that promote higher capacity utilization
Access
Focuses on overall hospital efficiency, including maximizing block time (if applicable), identifying efficiencies to facilitate patient care, minimizing down time of rooms between cases
Demonstrates understanding of hospital's capacity utilization improvement goals and can identify low vs. high utilizers for focused improvement efforts and recommend solutions
Works with business development resources to identify and deliver strategies to improve patient quality, satisfaction and growth.
Visits physician offices to identify and solve issues that may preclude effectiveness
Proactively reaches out to office schedulers to identify additional cases that could be scheduled, with a consistent focus on earning business through superior patient care and service
Looks for ways to overcome obstacles to appropriately schedule cases.
Partners with hospital leadership to design strategies and tactics to implement solutions.
Partners with office schedulers to provide solutions to issues that are impacting case volume
Proactively assists physician offices by training new physician office schedulers, including visiting physician office, hospital tours and other tasks as required
Works with hospital leaders to onboard new physicians through education on scheduling practices