Scheduling Clerk

Baptist Healthcare System•Lexington, KY

3d•Onsite

About The Position

Receives and responds to telephone call requests from referring physicians’ offices and hospital staff in an appropriate and professional manner. Performs telephone interviews with Surgeon’s staff to secure demographic, diagnostic, procedural and scheduling information. Can view schedule and expeditiously locate available time. Evaluate schedule for room utilization/offers available time slots to surgeons/office staff. Accurately searches EPIC (registration system) to verify if patient already has a record created. This includes searching by name, Date of birth, Social Security number. Avoiding duplication of patient records is critical to the integrity of the registration system, clinical care and billing. Accurately 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. Schedule appropriate procedures/surgeries per provider’s orders, in EPIC and faxed Scheduling form. Selection of the procedure card that is the closest match to the physician’s order. Notify Service Line Manager if the selection for the preference card is not found. Knowledge and awareness of contracted Anesthesia sites for the hospital. Schedule cases in the correct Block, recognize the difference between manual release and auto release blocks. Schedules PAT appointments and confirms scheduled times Schedules Anesthesia Coverage for procedures in other hospital departments. Assist with managing contracted anesthesia lines daily. Confirms patient’s insurance provider and obtains appropriate documentation of coverage. Communicate any further request to appropriate parties as needed. Finalizes and confirms appointment date(s) and time(s) with caller. Document MRN and CSN numbers on the scheduling form correctly. Upon request by department Managers, adjust available times for procedures in EPIC. 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 as appropriate, and physician privilege look-up. Reviews suspension list for physicians when scheduling appointment 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, distributing required copies of the schedule to other departments, checking 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. Assist with data entry pertaining to chargeable items when deemed necessary in the department.

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 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.
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.
Notifies Service Line Manager if the selection for the preference card is not found.
Schedules PAT appointments and confirms scheduled times.
Schedules Anesthesia Coverage for procedures in other hospital departments.
Manages contracted anesthesia lines daily.
Confirms patient’s insurance provider and obtains appropriate documentation of coverage.
Communicates any further request to appropriate parties as needed.
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, distributing required copies of the schedule to other departments, checking for resource conflicts.
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.