Surgical Scheduler- Neurosurgery

WVU Medicine

20h•Onsite

About The Position

Performs a variety of administrative and clerical duties to manage surgical scheduling and coordinates any pre-admission testing done or ordered within the department. This role involves establishing and monitoring detailed calendars for each surgeon, utilizing OR schedules to proficiently schedule cases, and continuously reviewing procedure lengths for optimal OR time utilization. The scheduler is also responsible for filling gaps in the schedule if procedures are canceled, assisting with urgent and emergent surgeries, and coordinating all necessary pre-operative testing. Communication with patients and their families regarding impending surgery, sending detailed instructions, providing appointment reminders, and serving as a contact for questions are also key aspects. Additionally, the position involves confirming patient procedures, maintaining inventory of patient instructions, coordinating patient care with various clinics, obtaining phone consent for DHHR patients, arranging pre-certification with third-party payers, and referring patients for financial assistance when needed.

Requirements

High school graduate or equivalent.
State criminal background check and Federal (if applicable), as required for regulated areas.
Strong written and verbal communication skills.
Familiarity with medical terminology.

Nice To Haves

One (1) year medical office experience with scheduling responsibilities.

Responsibilities

Establishes and monitors detailed calendar of each surgeon and uses this information in conjunction with OR schedule in order to proficiently schedule all cases in a timely fashion and provide best time utilization for surgeon. Continuously monitor and review length of specific procedure with specific surgeon to ensure optimal utilization of OR time.
If procedures are canceled, pulls future cases/appointments to keep procedure schedule full, requiring careful management and knowledge of internal staff schedules and preferences. Scheduler will be responsible for filling gaps with patients that only require procedure.
Assists in scheduling urgent and emergent surgeries.
Coordinates and schedules testing needed prior to surgery as may be required by the department.
Keeps up to date queue from tests ordered in EPIC by Physicians. Gathers ancillary testing forms received from Physicians when necessary.
Communicates information regarding impending surgery to patients and their families, within scope of knowledge of incumbent. Sends patient a letter (copies referring provider), with detailed instructions (required prescriptions if applicable), as well as appointment card.
Calls patients with appointment reminders. Intentions are to speak with the patient, and elicit a response on the intent of the patient to keep the appointment. Scheduler serves as a contact for future questions or concerns.
Confirms patient procedures within the Suite for Clinical staff.
Maintains inventory of patient instructions and educational materials as it relates to ancillary testing
Coordinates patient care with various clinics, pre-admission testing, and staff, within the Clinical Enterprise to accommodate procedure requests.
Obtains phone consent and coordinates care for DHHR patients (Department of Health and Human Resources). Will scan legal documents into EPIC System.
Arranges for pre-certification with third party payers as may be required by the department.
Completes any missing information; provides Referring Clinical Staff with request forms that aid in the determination of medical procedure, necessity of treatment, and/or necessary follow up.
Refers patients requiring financial assistance to social services and financial counselors
May maintain record of cases performed, including those with resident participation.
Will update the DEPOT weekly to reflect information about the case and any issue(s) with scheduling the case.