Patient Scheduling Clerk (CUPE) - Operating Room - Full Time - Markham Stouffville Hospital

Oak Valley Health•Markham, ON

3d•CA$28 - CA$32•Onsite

About The Position

Oak Valley Health is seeking a Patient Scheduling Clerk for the Operating Room at Markham Stouffville Hospital. This full-time position involves providing flow support services to the surgical system, managing scheduling systems and software, and handling data management. The role requires collaboration with various departments and external stakeholders to ensure efficient patient flow and accurate scheduling. The successful candidate will also be responsible for training new staff on scheduling platforms and procedures.

Requirements

Completion of a program in the medical field from a recognized institution (example: the Medical Office Administration – Health Services diploma)
A minimum of 3 year of relevant administrative hospital experience, preferably scheduling in the Operating Room
A minimum of 3 years OR booking experience
Proven record in ensuring confidentiality, integrity, professionalism and diplomacy at all times
Proven MS Office proficiency (Word, Excel, and PowerPoint)
Experience with creation of information to be disseminated both internally and externally
Experience with coordination of complex scheduling (full cycle of scheduling)
Previous experience as a resource to both internal and external stakeholders
A high attention to detail is required
Demonstrated excellent organizational skills with ability to prioritize tasks and meet deadlines in a fast-paced environment
Superior communication (verbal and written) skills and the ability to effect strong public relations with staff, physicians, physician offices, patients, and volunteers
Proven well-developed customer-service focus
Demonstrated ability to work both independently and collaboratively within a team environment
Excellent critical thinking skills with the ability to think independently to proactively anticipate the needs of the surgical service
Must demonstrate high initiative and efficiency

Nice To Haves

Current Oak Valley Health employee

Responsibilities

Exercises judgment and independence to provide flow support services to the surgical system.
Special projects and duties as assigned, e.g., participation in the Accreditation process, scheduling system maintenance and upgrades.
Provides input and expertise in the development, maintenance and use of scheduling systems and software.
Data Management: Collects, compiles and distributes statistical information, e.g., stats & volumes, internal surgeon scorecards, surveys and evaluation summaries.
Utilizes a variety of software applications to produce documents, brochures, posters and system promotional materials.
Composes or transcribes correspondence.
Proofreads and edits written communication prepared by self and others.
Distributes printed and electronic information including monthly surgical utilization reports.
Handles and maintains confidential information.
Key user for Meditech scheduling content and document management systems.
Key User of Novari module
Develops, organizes and maintains electronic and paper information filing and retrieval systems.
Maintain contact with surgeon offices to determine efficient utilization of surgical appointments across clinics, (ie. surgical assessment clinic, general internal medicine clinic, surgical suites).
Confirms all requests for special equipment with the coordinator of MDRD, the inventory control coordinator of the OR, and the FN of the OR to ensure required equipment is available for the surgical procedure.
Collaborates with the Information Technology Department regarding any initiative affecting the surgical scheduling system to ensure effective and efficient functioning of system.
Communicates with surgeon offices to ensure accuracy of surgical scheduling including identification of equipment conflicts and options for resolution.
Communication with patients and their families as required to facilitate flow of surgical patients.
Collaborates with WTIS and CCO coordinator to ensure surgical patient flow meets the prescribed wait time initiative targets.
Maintains, monitors, and disseminates physician specific average time scheduling for each procedure.
Analysis and adjustment of physician specific average time scheduling for each procedure on a quarterly basis.
Creation and maintenance of electronic scheduling grids for surgical services including but not limited to operating room management, community wide scheduling.
Communication of surgical assessment clinic resource requirements.
Creation, allocation, and management of surgical assistant resource scheduling.
Coordination and monitoring of non-OHIP procedures and communicating quotations to physician offices.
Accurate data management of surgical patient flow changes and electronically records in scheduling system as well as statistical files.
Electronic uploading of surgical system schedules to the intranet 48 hours and 24 hours prior to procedures.
Validation of WTIS and CCO reports prior to external submission to the Ministry of Health and Long Term Care and Cancer Care Ontario.
Completes root cause analysis for surgical scheduling accuracy and flow as related to Surgical Efficiency Target Program monthly scorecard.
Orientation and training of surgical scheduling platform (Meditech and Novari) and surgical flow policies and procedures for new physician office staff
Creation of patient education class schedules and dissemination of the schedules.
Management and electronic ordering of office supplies
Miscellaneous duties as required for surgical flow facilitation
Electronically schedule patients for surgical procedures in the OR and OPS and, in conjunction with the approved Request for Admission form and the online booking module.
Document any changes, additions or cancellations.
Assist the PCM with the collection, collation and development of statistical reports related to OR and OPS utilization
Facilitate maintenance of the scheduling module of the online documentation and scheduling system, including: Building of OR and OPS calendar grid to accurately reflect schedule changes, Closing surgeon/physician blocks, as per policy, Reassigning surgeon/physician blocks, as per policy, Review surgeon/physician average case length, as required
Communicate surgeon/physician special requests to appropriate personnel.
Distribute Self Pay/ Out of Country requests to PCM or designate, for approval.
Liaise with surgeon/physician offices regarding any scheduling conflicts
Complete daily case cart requisitions and deliver to Medical Device Reprocessing Department by 1200H for cases the next day.