OR Schedule Coordinator

Mercyhealth•Lake Geneva, WI

16h•Onsite

About The Position

The OR Schedule Coordinator assists the Director with administrative duties, including handling confidential documentation, report analysis, and preparing meeting agendas. This role is responsible for maintaining time and attendance records, processing payroll, and tracking employee licensure and certifications. The coordinator compiles statistical and quality data, generates reports, and manages office supplies. They establish and maintain filing systems, assist with budgetary needs, and troubleshoot software/hardware issues. The position involves taking committee meeting notes, providing clerical communication, initiating equipment repair, and assisting with environmental rounds and unit organization. Additionally, the coordinator sorts and distributes mail, supports Employee Health and Workers Compensation data input and reporting, and precepts OR Scheduler staff. They serve as a resource for staff, including EPIC, and undertake special projects. The role requires accurate and timely processing of requests, answering telephones, directing visitors, and working with vendor representatives. Patient charges and supply orders are processed, and participation in performance improvement activities is expected. A key responsibility is maintaining the daily OR, ENDO, and Cardiac Cath Lab schedules, coordinating with physicians, clinics, and other departments. The coordinator acts as a buyer/purchasing agent for surgical products and inventory, arranges schedules to meet patient and physician needs, and coordinates patient arrival times. They handle scheduling requests from providers and departments, troubleshoot for on-call staff, and manage anesthesia schedule software, including approving vacations. The role involves working with locum companies for coverage and assisting anesthesia staff with PIP requirements. They may also assist with evaluations and corrective actions.

Requirements

Unit Clerk or Medical Assistant experience required.
Previous hospital and clerical experience required.
Must be able to follow written/oral instructions.

Nice To Haves

Centralized scheduling experience preferred.

Responsibilities

Assists Director with assigned administrative duties, confidential documentation, report analysis, and meeting agendas.
Maintains time/attendance records, acts as Time-keeper, and processes department payroll.
Assists with maintaining current log of employees’ licensure, certifications, and mandatory in-services.
Tracks and enters statistical and quality data, compiling reports for the Director.
Completes requisitions and reports as directed by the Director and Manager.
Orders and maintains office supplies keeping adequate amounts available.
Establishes and maintains a filing system to ensure easy follow up and retrieval.
Provides manager with input as to budgetary needs while monitoring the budget.
Creates reports and records as needed using the appropriate software.
Trouble shoots software/hardware problems and follows up with appropriate area.
Takes committee meeting notes and participates in system committee.
Provides clerical communication to unit.
Initiates equipment repair, disposal process.
Assists with environmental rounds, as well as keeping organization and cleanliness of unit.
Sorts and distributes mail.
Prepares reports, logs and other related information and provides clerical support as required.
Responsible for data input and report generation for Employee Health and Workers Compensation.
Precepts OR Scheduler staff.
Serves as a staff resource, including EPIC.
Processes requests in an accurate and timely manner.
Answers the telephone and call lights appropriately and provides information or relays messages to patients and staff.
Directs visitors as needed.
Works closely with Vendor reps.
Processes patient charges and orders supplies as needed.
Participates in department or unit performance improvement activities.
Maintains daily OR and PACE schedule including retrieving data from physicians and clinics.
Acts as department buyer/purchasing agent for new and established surgical products/inventory.
Arranges schedules to meet the needs of patients and physicians often coordinating with other departments and other physician offices.
Works with the OPS department and Lead RN to coordinate times for patient arrival.
Takes phone calls from providers, offices and other departments for case and procedural scheduling.
Lead scheduler for all OR, ENDO and Cardiac Cath Lab procedures.
Troubleshoots for staff during the on-call period when needed.
Maintains anesthesia schedule software including approving and denying vacations.
Works with the locum companies to get coverage when it is needed.
Works with the anesthesia staff to capture PIP requirements.
May be asked to assist with evaluations and corrective action as needed.