Scheduling Coordinator III

Tufts Medicine•Lowell, MA

3d•$22 - $27•Onsite

About The Position

This role focuses on providing administrative and business support to the organization in order to achieve operational goals. In addition, this role focuses on performing the following General Administration duties: Produces documents, collects, records, sorts and files information, handles mail, prepares routine reports, makes travel arrangements, arranges appointments, responds to inquiries, data entry, and operates office equipment. An organizational related support or service (administrative or clerical) role or a role that focuses on support of daily business activities (e.g., technical, clinical, non-clinical) operating in a “hands on” environment. The majority of time is spent in the delivery of support services or activities, typically under supervision. An experienced level role that requires basic knowledge of job procedures and tools obtained through work experience and may require vocational or technical education. Works under moderate supervision, problems are typically of a routine nature, but may at times require interpretation or deviation from standard procedures, and communicates information that requires some explanation or interpretation. Under the supervision of the OR Clinical Manager, this position focuses on providing administrative support to the organization to achieve operational goals. Performs a full range of scheduling and administrative services including scheduling of cases with surgeon offices, vendors, anesthesia, and other hospital departments, PI data collection, coordination and communication with multiple physicians, vendors and OR staff; confirms accuracy of information to ensure safe patient care. This position works cooperatively within the department and other services to create a system of quality health care according to the policies, procedures, philosophy, and objectives of the departments and hospital.

Requirements

High school diploma or equivalent.
Two (2) years’ administrative experience.

Nice To Haves

Five (5) years’ administrative experience in healthcare setting.

Responsibilities

Coordinates scheduling of all surgical cases and appointments including same day/next day add-on cases.
Works directly with surgeons and support staff to schedule procedures appropriately following pre-established guidelines.
Relays any necessary/special equipment requests/supplies to the Supply Chain and OR team.
Confirms patient schedule and procedures with surgeon offices for the following day’s cases.
Confirms vendors for the following day’s cases.
Distribution of schedule to management, staff, and vendors.
Utilization and maintenance of external vendor scheduling applications.
Ensures surgical procedures are scheduled in appropriate operating rooms dependent on specialty service lines.
Communicates preference card creation or modification needs to Service Leaders and management.
Assists with the utilization of EHR and the subsequent digitization of surgical material.
Reports problems with the hardware and/or software to the appropriate persons and follows through to their resolution.
Maintains communication with management. Reports any problems or difficulties to the site manager immediately.
Maintains effective collaboration between clinical and surgical departments and other affiliated services and private practices to ensure an integrated approach to providing surgical services.