Surgery Scheduler III

The Christ Hospital Health Network•Cincinnati, OH

About The Position

Schedules surgeries and procedures for the operating room, endoscopy, and anesthesia departments, serving as a liaison between physicians and staff to ensure accurate scheduling. Systems used include custom operating room software Op-Time, the hospital EPIC system, and an ICD9 verification system. The role schedules elective and urgent procedures across multiple surgical suites and coordinates with departments to ensure appropriate resources, equipment, staffing, and physician preferences are addressed. It also supports patient safety and accurate case preparation through careful verification of scheduling information, privileges, insurance details, coding, and required forms. The position contributes to team development and service improvement by participating in meetings, council activities, peer review, education, and performance improvement initiatives. Schedulers rotate office coverage and may fill in at The Surgery Center as needed.

Requirements

High school diploma required.
No prior years of experience required.
Strong knowledge of medical terminology, surgical procedures, diagnoses, and basic human anatomy.
Computer experience required.
Strong analytical skills, initiative, and independent judgment while maintaining close association with team members.
Excellent customer service and communication skills, including the ability to develop working relationships with physicians and their offices.
Ability to work under pressure in a busy environment with frequent interruptions.
Ability to maintain confidentiality of patient information.
Knowledge of health insurance coverage and requirements.
Ability to use internet access and third-party payer systems for eligibility and verification.
Ability to demonstrate competencies addressing patient needs across the life span, including developmental, physical, psychosocial, mental, emotional, social, cultural, religious, language, communication, literacy, and health literacy needs.

Nice To Haves

Participation in a professional advancement program is encouraged.
Preparing for certification specific to the work area when eligible is encouraged.
Participation in professional organizations, conferences, and research is encouraged.

Responsibilities

Schedule elective and urgent surgical cases received by telephone or fax from physicians, physician offices, and hospital staff.
Schedule cases in B-level, Urology, Urodynamic, Special Procedure, Gynecology, and Endoscopy suites.
Follow the scheduling guidelines for each surgical service, including suite availability, resources, equipment, departmental support, and physician preferences.
Track unavailable equipment and contact appropriate resources when equipment conflicts arise.
Schedule procedure lengths based on requests and knowledge of case times.
Match procedures to physician preference cards and gather information about new procedures so new cards can be created.
Use the scheduling comment field and key to communicate information supporting case preparation and patient safety.
Coordinate with other departments when procedures require their support or resources.
Check physician delineation of privileges to verify certifications and scope of practice for the requested procedure.
Schedule according to block time, monitor early starts and late cases to ensure adequate surgical team coverage, and use open time to accommodate physician and patient requests.
Maintain block booking assignments in EPIC.
Rotate weekly responsibility for overseeing the daily schedule; review the following day's schedule for issues; provide weekly schedules as requested; and review Endoscopy and C-arm schedules.
Answer calls promptly, identify the department and self, prioritize physician calls, maintain the back line for managers and physicians, and direct callers to the appropriate department.
Contact physician offices when questions arise about the surgery schedule and report available after-hours surgery time to the OR front desk at the end of the day.
Participate in staff and council meetings, council activities, and task forces related to improving competencies and patient care.
Support professional development by acting as a resource, educator, and preceptor, and by participating in self and peer review.
Complete required education and competency requirements on time, including Healthstream education and annual education day attendance; submit required tests and paperwork promptly.
Participate in performance improvement initiatives and evaluate nurse-sensitive outcomes.
Maintain an organized workspace and rotate schedules with other staff to ensure office coverage.
Perform other duties within the scope of the job description and rotate to The Surgery Center to provide coverage as needed.
Collect and verify patient identification, procedure, anesthesia type, patient type, insurance type, and EPIC coding information.
Collect CPT and ICD9 codes to determine insurance coverage and compliance, resolve ABN issues, create guarantor accounts for new patients, and maintain awareness of insurance coverage and accepted plans.
Notify the insurance verification department of coverage issues and financial counselors of self-pay patients.
Remain current on forms and consents required for reimbursement.
Read back and verify information provided verbally and review faxed information for accuracy, documenting R/V or WO on each case.
Maintain confidentiality of patient information and follow the Operating Room dress code.