Scheduling Secretary (Surgery)

Hollywood Presbyterian•Los Angeles, CA

2h•Onsite

About The Position

CHA Hollywood Presbyterian (CHA HPMC) is a nationally recognized acute care facility and part of the global CHA Health System, which includes 81 hospitals and specialty clinics, 30 research and 31 bio/pharmaceutical/healthcare companies with 14,000 employees in seven countries. The facility is expanding with a new patient tower. The Scheduling Secretary (Surgery) reports to the Manager of Central Scheduling and supervises the Surgery Scheduler/Secretary. This role is responsible for overseeing and performing the scheduling of all surgical, Gastrointestinal Lab (GI), Laser procedure, and Cardiac Cath procedures. Key duties include coordinating with surgeons' offices, admitting staff, medical staff, and medical records, performing statistical analyses, monitoring block scheduling utilization, and handling various clerical duties for Perioperative Services.

Requirements

High School graduate or equivalent
Knowledge of computer surgery scheduling system
Must have knowledge of computer skills (familiar with excel, ward, Computer scheduling system)
Ability to type 35 wpm
Ability to communicate effectively verbally and in writing
Current Los Angeles County Fire Card required (within 30 days of employment)

Nice To Haves

Minimum 5 years previous experience as a Surgery Scheduler preferred

Responsibilities

Supervises the Surgery Scheduler/Secretary and oversees all of surgical, Gastrointestinal Lab (GI), Laser procedure, and Cardiac Cath scheduling.
Performs the scheduling of procedures with Surgeons’ offices in collaboration with the admitting staff, medical staff and medical record departments, i.e. proctoring requirements, current suspension list etc.
Performs monthly department statistics, and other statistical analyses as directed.
Monitors block scheduling utilization.
Clerical duties of Perioperative Services (PS) as assigned.
Scheduling all inpatient and outpatient surgical procedures including operating room times, personnel, anesthesia type, special equipment needs, GI lab, radiology special procedures and other invasive procedures that require an anesthesiologist or Ambulatory Service Center (ASC) or Post-Anesthesia Care Unit (PACU) support.
Proficient in charging items used in surgery.
Schedule surgeries with surgeon’s office coordinating with admitting staff, medical staff, and medical records, i.e., proctoring requirements, suspension list, privileges and double procedures.
Confirms procedures scheduled during off hours and confirm the Operating Room (OR) schedule with physician office personnel for accuracy of surgery procedures and time.
Distributes surgical and GI lab schedules and ensures that information is accurate prior to distribution.
Maintains liaison function with anesthesiologist keeping designee informed of possible scheduling conflicts related to anesthesia, equipment and nursing staff.
Provides liaison function and timely communication between operating room staff, admitting department and anesthesiologist.
Coordinates with admitting department to maintain up-to-date information regarding insurance requirements.
Monitors and updates physician privileging/credentialing information with medical staff office.
Communicates with Information system (IS) department for surgery scheduling computer system support, helps surgery scheduler/secretary and assists in resolution of software problems.
Monitors block booking and open bookings for utilization and notifies management of unusual requests, utilization issues, or physician dissatisfaction.
Maintains close communication with nursing units and ancillary departments regarding all changes in the schedule including add-ons, time changes and cancellations.
Perform clerical duties related to scheduling.
Support Peri-Operative Service Line areas for clerical, statistical reports as requested.
Typing, answers telephones and filing as directed.
Communicates verbally and in writing timely and effectively in a clear, concise, understandable manner.
Incorporates HPMC mission of “quality care with compassion and respect” into daily performance of job functions.
Supports and adheres to established departmental policies and procedures, objectives, safety and infection control standards, including compliance with punctuality and attendance, overtime, staffing/scheduling, body mechanics, TB screening, JCAHO update, English language, ID badge, and dress code standards.
Cooperate and communicates with all internal and external customers in a positive manner to achieve departmental and interdepartmental objectives and maintains good employee relations, uses lines of authority appropriately, communicates effectively with nurse in charge.
Demonstrates respect and sensitivity to patient’s comfort and confidentiality.
Answers telephones in a prompt and courteous manner, addressing callers and patients appropriately by name and/or title.
Demonstrates flexibility in the work setting with changes in surgical schedule, varying staffing levels and surgery environment and completes work on time.
Coordinates with varies departments for cost containment, conservation of supplies and equipment, as well as other organizational resources.
Adapts approach based on recognized cultural diversity.
All other duties as assigned.
Demonstrates knowledge of age specific care, including but not limited to, identifying the need for additional safety measures, physiological normal values/readings; and assessing skin integrity, behavior, motor skills and/or activities that place patients at risk as well as communicates effectively in a clear, concise, understandable manner. Applicable for the populations checked below: Infant ( ) Pediatric ( ) Adult ( ) Geriatric ( )