Surgery Scheduler III -Perioperative Svc Admin - Main - Full Time - Days

The Christ Hospital Health Network•OH, OH

20d

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 position schedules elective and urgent procedures across multiple specialty suites, following service-specific guidelines, block-time assignments, resource availability, equipment needs, and physician preferences. It coordinates with other departments, monitors schedules and equipment conflicts, reviews upcoming schedules, and communicates with physicians, staff, and callers. The role also supports professional development and peer education, maintains office coverage and an organized workspace, and helps verify patient and insurance information, coding, forms, and consents. Accuracy and patient safety are emphasized through verification of verbal and written scheduling information and correct use of EPIC and Op-Time.

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 the developmental, physical, psychosocial, mental, emotional, social, cultural, religious, language, communication, literacy, and health-literacy needs of the patient populations served.

Nice To Haves

Participation in a professional advancement program is encouraged.
Preparation 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 cases received by telephone and fax from physicians, physician offices, and hospital staff.
Schedule cases across B-level, Urology, Urodynamic, Special Procedure, Gynecology, and Endoscopy suites.
Follow each surgical service’s guidelines, including suite availability, resources, equipment, departmental support, and physician preferences.
Track unavailable equipment and contact appropriate resources when equipment conflicts affect scheduling.
Schedule procedure lengths based on requests and knowledge of case times.
Match procedures to physician preference cards and gather information for creating cards for new procedures.
Use scheduling comments and keys to communicate case-preparation and patient-safety information.
Coordinate scheduling with other departments when their support or resources are needed.
Verify physician delineation of privileges, certifications, and scope to perform procedures.
Schedule according to block time, monitor early starts and late cases, and monitor open time to accommodate requests.
Maintain block-booking assignments in EPIC.
Rotate 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 and direct calls, prioritize physician calls, maintain a back line for managers and physicians, and contact physician offices when schedule questions arise.
Report available after-hours surgery time to the OR front desk at the end of the day.
Contribute to professional growth and development; participate in staff and council meetings, council activities, task forces, self- and peer-review, and performance-improvement initiatives as appropriate.
Act as a resource, educator, and preceptor for staff and peers, and volunteer for resource or preceptor duties in assigned areas.
Complete required education, competency, tests, and paperwork on time, including HealthStream education and annual education-day attendance.
Maintain an organized workspace and rotate scheduling duties with other staff to ensure office coverage.
Rotate to The Surgery Center to provide coverage as needed and perform other duties within the scope of the job description.
Collect and verify patient identification, procedure, anesthesia type, patient type, insurance type, and coding information in EPIC.
Collect CPT and ICD9 codes to determine insurance coverage and compliance; resolve ABN issues; create guarantor accounts for new patients; and remain current on accepted insurance coverage.
Notify the insurance verification department of insurance issues and financial counselors of self-pay patients.
Remain current on required forms and consents for reimbursement.
Read back and verify information received verbally and review written information such as faxes for accuracy, documenting verification on each case.
Maintain confidentiality of patient information and follow the operating room dress code.