Scheduling Clerk

BHS•Lexington, KY

20h•Onsite

About The Position

The Surgical Services Department encompasses several key areas: the Pre-Op Department, 20 operating rooms with a business office staff responsible for scheduling, a Postoperative Care Unit, an Endoscopy Department with dedicated pre- and post-op areas, and a Sterile Processing Department. The Surgery Scheduling Coordinator receives and responds to telephone call requests from referring physicians’ offices and hospital staff in an appropriate and professional manner. They perform telephone interviews with Surgeon’s staff to secure demographic, diagnostic, procedural, and scheduling information. This role involves evaluating schedules for room utilization, offering available time slots to surgeons/office staff, and accurately searching the EPIC system to verify patient records, avoiding duplication. The coordinator completes the pre-registration process, selects correct procedures and admission types, and enters appropriate time slots ensuring no conflicts. They also enter correctly spelled diagnoses and other pertinent information, schedule procedures/surgeries per provider’s orders, and select the closest matching procedure card. This role requires knowledge of contracted Anesthesia sites, scheduling in the correct Block, recognizing manual vs. auto release blocks, scheduling PAT appointments, and confirming scheduled times. They also schedule Anesthesia Coverage for procedures in other hospital departments and assist with managing contracted anesthesia lines daily. Confirming patient’s insurance provider, obtaining documentation of coverage, and communicating further requests to appropriate parties are also key responsibilities. The coordinator finalizes and confirms appointment dates and times with the caller, documents MRN and CSN numbers correctly, and adjusts available times upon request. They follow policy for scheduling add-on or urgent surgical procedures and perform other scheduling functions such as updating answers, preps, adhering to scheduled block times, and communicating schedule cancellations. Reviewing the suspension list for physicians and addressing concerns of surgeon’s office staff with department management are also part of the role. This position acts as a liaison between the Surgeon’s office and various departments within Surgical Services. They assist in finalizing the next business day’s surgery schedule by confirming case/patient information, distributing schedule copies, and checking for resource conflicts. Efficiently and accurately entering information into scheduling and EPIC databases, receiving and sending faxes appropriately while ensuring confidentiality, and assisting with data entry of operational records and chargeable items are also required.

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.
Accurately searches EPIC to verify if a 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 ensuring absence of any conflicts.
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.
Selects the procedure card that is the closest match to the physician’s order.
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.
Assists with managing 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 as appropriate, and physician privilege look-up.
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.
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.
Assists with data entry pertaining to chargeable items when deemed necessary in the department.