Scheduling Clerk

BHS•Lexington, KY

1d•Onsite

About The Position

The Surgery Scheduling Coordinator for Surgical Services at Baptist Health Lexington is responsible for managing the scheduling of procedures within the Surgical Services Department. This department includes the Pre-Op Department, 20 operating rooms, a Postoperative Care Unit, an Endoscopy Department, and a Sterile Processing Department. The coordinator receives and responds to telephone requests from referring physicians' offices and hospital staff, conducts telephone interviews to gather necessary demographic, diagnostic, and procedural information, and efficiently locates available time slots on the schedule. They evaluate room utilization, enter correct procedure and admission types, ensure accurate diagnosis information, and schedule procedures/surgeries in the EPIC system according to provider orders. The role also involves selecting appropriate procedure cards, scheduling PAT appointments, confirming anesthesia coverage, verifying patient insurance, and communicating appointment details. The coordinator acts as a liaison between surgeon's offices and various departments within Surgical Services, assists in finalizing daily schedules, and ensures accurate data entry into scheduling and EPIC databases. They also manage faxes, maintain the surgical database, and assist with data entry for chargeable items. Additionally, the role involves reviewing suspension lists, addressing surgeon's office concerns, and performing other scheduling functions like updating preps and communicating cancellations.

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.
Performs telephone interviews with Surgeon’s staff to secure demographic, diagnostic, procedural and scheduling information.
Evaluates schedule for room utilization and offers available time slots to surgeons/office staff.
Searches EPIC to verify if a patient already has a record created, avoiding duplication.
Completes the pre-registration process according to hospital policy and procedures.
Selects correct procedure(s) and admission types and enters appropriate time slot ensuring absence of any conflicts.
Enters correctly spelled diagnosis and other pertinent information to the appointment detail.
Schedules appropriate procedures/surgeries per provider’s orders, in EPIC and faxed Scheduling form.
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 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 communication of schedule cancellations.
Reviews suspension list for physicians when scheduling appointments and taking 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 with the surgeon’s staff and distributing required copies of the schedule to other departments.
Checks for resource conflicts.
Efficiently and accurately enters information into scheduling and EPIC database.
Receives and sends faxes appropriately, ensuring confidentiality of patient is not breached.
Assists with data entry of operational records to ensure accurate record keeping.
Maintains surgical database with respect to patient information, surgical procedures, staffing during cases, and other information deemed necessary in the department.
Assists with data entry pertaining to chargeable items when deemed necessary in the department.