Surgical Scheduling Supervisor, Obstetrics and Gynecology (Hybrid)

Beth Israel Lahey Health•Boston, MA

13d•Hybrid

About The Position

This position is responsible for the day-to-day operation of the OR Scheduling staff. Manages and coordinates on-line scheduling of operative procedures, assuring cost-effective utilization of staff, space, equipment, optimal timing for patients. When appropriate oversee schedules for provider clinics and call schedules.

Requirements

High School diploma or GED required.
3-5 years related work experience required.
0-1 years supervisory/management experience required.
Knowledge of Medical Terminology.
Must have sound knowledge of an OR scheduling system.
Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications.
May produce complex documents, perform analysis and maintain databases.

Nice To Haves

Bachelor's degree preferred.
Being a super user for Qgenda scheduling software is essential.

Responsibilities

Assumes accountability for the efficient, effective function of the scheduling staff.
Assures appropriate allocation of personnel to essential tasks. Organizes, overseas work schedule for optimal; utilization of staff.
Develops a quality measures for performance. Serves as a training resource to less experienced staff.
Assures data accuracy through collection, interpretation, and integration of data essential for efficient, effective scheduling in all OR sites.
Monitors reports to ensure that patients are scheduled appropriately.
Periodically monitors records for data accuracy, provides feedback to staff. Initiates and maintains effective, ongoing communication regarding OR scheduling within and external to the department.
Communicates with each OR site regarding missing or inaccurate operative records.
Contacts admitting regarding accurate data of all scheduled patients. Interacts with OR and pre-procedure testing.
Collaborates with varied hospital personnel to design, implement, and evaluate scheduling technology, workflows, and outcome measures.
Reports trends, patterns, concerns to appropriate leadership staff. Initiates and implements changes in response to identified opportunities for improvements.
Works with CCC programmer to help develop and test new systems and reports.
Assumes accountability for the development and distribution of the surgical schedule for three OR sites.
Interacts with specific hospital departments and with all offices of the operating surgeons in order to book the daily schedule of cases.
Coordinates and collaborates with nursing resource and anesthesia floor manager regarding daily scheduling problems, concerns, or issues.
Utilizes expert knowledge of block schedules, surgeon's availability, and coverage.
Maintains waiting list of operative cases, which are placed on the schedule as cancellations or block time becomes available.
Communicates and facilitates the resolution of conflicts.
Prepare and maintain various scheduling reports for OR and clinics to support scheduling and staffing needs.
Has the authority to direct and support employees daily work activities.
Has authority to undertake or recommend the following employment actions: hiring, termination, corrective action and performance reviews.
Prepare surgical block schedules and other assignment schedules for physicians and staff, ensuring accuracy and equity of assignments. This requires a thorough understanding of the scheduling application (Qgenda) and the rules surrounding assignments. Being a super user for Qgenda scheduling software is essential.
Monitor practice performance measures based on hospital standards to ensure schedule booking is being utilized optimally.
Create and support clinic templates and provider surgical block schedules.
Hold daily huddles and bi-weekly team meetings with surgical scheduling staff, keeping them abreast of protocols, policies and initiatives within the department and at network level. Participate and lead in Monthly onsite team in service trainings.
Provide administrative supervision/closed loop communication for surgical block changes as required across locations.
Serve as hands-on Supervisor providing daily support in scheduling and booking OR cases for any of the OB/GYN service lines. Booking for a few surgeons regularly across divisions, while providing coverage across all divisions as needed.