Scheduling Clerk

Baptist Healthcare System•Lexington, KY

4d•Onsite

About The Position

The Surgery Scheduling Coordinator for Surgical Services I at Lexington, KY is a Full-Time position on the First Shift (8:30 AM - 5:00 PM). The Surgical Services Department includes Pre-Op, 20 operating rooms, a Postoperative Care Unit, an Endoscopy Department, and a Sterile Processing Department. This role is responsible for managing the scheduling of surgical procedures, ensuring efficient room utilization, and maintaining accurate patient and procedural information within the EPIC system. The coordinator acts as a liaison between physician offices and the surgical department, handling all aspects of scheduling from initial contact to final confirmation and documentation.

Requirements

High School Diploma or equivalent.
Minimum of One year of Surgery Scheduler experience.
Training in Medical Clerical or Clerical and computer experience.
Minimum one year experience in services related area (registration, preadmission, surgical scheduling, and appointment scheduling).
Excellent communication skills, both written and verbal.
Excellent organizational skills with attention to detail.
Able to concentrate on multiple details with constant interruption.
Computer knowledge to include Microsoft Word, and Excel.

Responsibilities

Receives and responds to telephone call requests from referring physicians’ offices and hospital staff professionally.
Performs telephone interviews with Surgeon’s staff to gather demographic, diagnostic, procedural, and scheduling information.
Evaluates the schedule for room utilization and offers available time slots to surgeons/office staff.
Searches EPIC (registration system) to verify existing patient records, avoiding duplication.
Completes the pre-registration process accurately according to hospital policy and procedures.
Selects correct procedure(s) and admission types, entering appropriate time slots without conflicts.
Enters correctly spelled diagnosis and other pertinent information into the appointment detail.
Schedules appropriate procedures/surgeries per provider’s orders in EPIC and on faxed Scheduling forms.
Selects the procedure card that is the closest match to the physician’s order and notifies the Service Line Manager if not found.
Schedules PAT appointments and confirms scheduled times.
Schedules Anesthesia Coverage for procedures in other hospital departments and assists with managing contracted anesthesia lines daily.
Confirms patient’s insurance provider and obtains appropriate documentation of coverage.
Finalizes and confirms appointment date(s) and time(s) with the caller.
Documents MRN and CSN numbers on the scheduling form correctly.
Adjusts available times for procedures in EPIC upon request by department Managers.
Follows policy for scheduling add-on (non-scheduled) or urgent surgical procedures.
Performs other scheduling functions such as updating answers, preps, adhering to scheduled block times, and communicating schedule cancellations.
Reviews suspension list for physicians when scheduling appointments and takes appropriate action.
Addresses concerns of the surgeon’s office staff with department management for timely follow-up.
Acts as a liaison between Surgeon’s office and the Department of Surgical Services, Pre-Op, PACU, Endoscopy, and Sterile Processing.
Assists in the finalization of the next business day’s surgery schedule by confirming case/patient information, distributing copies of the schedule, and checking for resource conflicts.
Enters information into scheduling and EPIC database efficiently and accurately.
Receives and sends faxes appropriately, ensuring patient confidentiality.
Assists with data entry of operational records for accurate record keeping.
Maintains surgical database with patient information, surgical procedures, staffing during cases, and other necessary information.
Assists with data entry pertaining to chargeable items when deemed necessary.