OR Pavilion Scheduling Specialist, Full-time, Rotating

Northwestern Memorial Healthcare • Chicago, IL

96d

About The Position

The OR Pavilion Scheduling Specialist, Operating Room reflects the mission, vision, and values of NM, adheres to the organization’s Code of Ethics and Corporate Compliance Program, and complies with all relevant policies, procedures, guidelines and all other regulatory and accreditation standards. This position supports the Operating Room (OR) scheduling production process through planning and coordinating OR surgery schedule to maximize patient access and efficient use of operating rooms, equipment, and staff under supervision of the Medical Director/Anesthesia Coordinator/Director/Manager/Resource Coordinator. The role involves acting as an office scheduling liaison for the pavilion operating room staff, physicians, and management to relay patient throughput and scheduling information requiring interfacing with supporting departments.

Requirements

• High school diploma or equivalent.
• 3-5 years of relevant surgery scheduling or related work experience.
• Knowledge/certification completion of medical and scheduling terminology.
• Basic personal computer knowledge.

Nice To Haves

• College level experience.
• Previous hospital and team work group experience.
• Customer Service experience.
• EPIC Intraop scheduling experience.
• Strong organizational skills, and proficiency with computers, and business office equipment.

Responsibilities

• Accesses protected health information (PHI) and ensures all job duties are in accordance with NM confidentiality policies and procedures and HIPPA guidelines.
• Demonstrate in-depth scheduling working knowledge and expertise with clinical based computer systems by initiating, coordinating and maintaining the schedule over the operating room pavilion(s).
• Monitors tentative operating room schedules and identifies scheduling barriers and contacts appropriate scheduling office/service and implements solutions to improve scheduling workflow.
• Collaborates with Medical Director/Anesthesia/surgeons/nursing/scheduling office to complete adjustments to the OR schedule prior to surgery date and communicates changes to scheduling office/Central Scheduling and others as appropriate.
• Interacts effectively and acts as the pavilion liaison between multiple supporting departments to gather information needed to schedule surgeries consistent with department guidelines.
• Establish and maintain effective working relationships with physicians, nursing, staff, and management.
• Determines order in which surgical procedures are scheduled, by reviewing procedure type/category/case level, duration time, and OR availability.
• Assigns operating suites and equipment and block times to maximize efficient use of resources and communicates to the appropriate staff of the changes.
• Collaborates and participates in the OR daily huddle with Pavilion Medical Director/Manager for final approval of the next day surgical schedule.
• Ensures, maintains, and validates the surgery schedule is accurate and aligns with the scheduling guidelines in an efficient and equitable manner.
• Cross trained to fill in and effectively perform all other job functions across surgical pavilions to staffing relief/coverage.
• Assists the Anesthesia Coordinator/OR Clinical Coordinator at the Control Desk to ensure optimal care and coordination of current day surgical patients.
• Answer high volume phone line and aids the caller/employee to include accurately scheduling same day/next day add-on procedures within the electronic health record.
• Effectively communicates information with other departments, staff, management and physicians.
• Recognizes and responds appropriately to semi-urgent/urgent/emergent scheduling situations per protocols.
• Assists with rescheduling surgeries as needed to accommodate emergencies or other unanticipated events.
• Contacts units/departments to coordinate surgical patients and accurately submits transport requests to the operating room/pre-operative holding area.
• Accurately completes operating room assignments/on-call assignments for the required staff.
• Performs all responsibilities in a professional manner that demonstrates appropriate behavior toward staff, peers, external contacts, patients/family members/companions, and other departments.
• Screens all phone call requests for patient information and refers to appropriate staff.
• Enters facility work orders and supply order when required by assigned department.
• Prints final schedules for operating rooms on a daily basis and creates copies and distributes to appropriate areas as needed.
• Uses computer applications or other automated systems in performing work assignments.
• Performs clerical and administrative functions under the supervision of the Resource Coordinator/Operations Manager.
• Checks patients in and enters next days cases into the Patient Tracking System.
• Communicates patient/family information to ASU and OR staff.
• Responds to Emergency Call light by transporting Cardiac Crash cart to appropriate OR, notify managers of situation.
• Maintains and updates Nursing Staff Directory and triage list.
• Facilitates communication between OR / Pre & Post-op / CSS departments.
• Maintains Visitor/Vendor Sign in & out book and ensures all Visitor/Vendors have badges.
• Orders unit supplies and assists manager and ORSCs with scheduling of conference room, meetings.

Benefits

• Tuition reimbursement
• Loan forgiveness
• 401(k) matching
• Lifecycle benefits

What This Job Offers

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