Scheduler-Surgery Coordinator, Medical Plaza l, 8:30a-5p

Essential Functions

• Demonstrates accurate and timely computer skills.
• Writes legibly and transcribes communication accurately.
• Presents a pleasant, courteous, effective manner with telephone conversations and interactions with others.
• Schedules all future surgeries for their unit.
• Schedule Off Site cases for Anesthesia.
• Collects all the case specific instructions from the case information request form.
• Collects basic patient demographic information (e.g. name, address, city, state, zip code, and telephone number) and verifies information is correct in Cerner.
• Initiates correct patient encounter numbers.
• Understands conflict scheduling and takes the necessary steps to avoid errors.
• Confirms next day schedule with each office for accuracy, changes, cancellations, and additions.
• Ensures the physician has privileges prior to scheduling the procedure.
• Collects case specific information (e.g. chief complaint, type of service, date of appointment, name of ordering/ referring physician).
• Maintains knowledge of fellows’ and physicians’ schedules, special needs and uses information to avoid scheduling conflicts.
• Notates special equipment and requests in the comments field to print on the schedule.
• Notifies PAT of any time changes for the next day surgeries.
• Works with PAT to schedule appointments.
• Collections required unit data.
• Distributes un-dictated op notes lists.
• Make out pre-ops on inpatients and records everything in Pre-op book and print labels.
• Posts the final daily surgery schedule every day 5:00 to 5:30pm.
• Keeps work area clean and organized.
• Orients new personnel in the scheduling office as needed.
• Performs other duties as assigned by Charge RN or Management.

University of Louisville Hospital Core Expectations

• Collaboration & Teamwork: works cooperatively and collaboratively with others toward the accomplishment of shared goals.
• Valuing Diversity: recognizes and embraces the unique talents and contributions of others.
• Service Orientation: desire to serve and focus one’s efforts on discovering and meeting the needs of internal and external customers.
• Achieves Results: reflects a drive to achieve and outperform. Continuously looks for improvements. Accepts responsibility for actions and results.
• Organizational Alignment: ability to align people, processes and organizational structure with UMC’s strategic direction.
• Developing Others: views people, their knowledge and capabilities as assets and provides opportunities that allow employees to continuously learn and develop.
• Communication: practices attentive and active listening and can restate opinions of others; communicates messages in a way that has the desired effect.
• Integrity: conducts business with honesty and professional ethics. Seeks to achieve results in the best interest of the organization. Models and reinforces ethical behavior in self and others.

Additional Responsibilities

• Demonstrates a commitment to service, organization values and professionalism through appropriate conduct and demeanor at all times.
• Adheres to and exhibits our core values:
  • Integrity: Moral wholeness, soundness, uprightness, honesty and sincerity as a basis of trustworthiness.
  • Excellence: Outstanding achievement, merit, virtue; continually surpassing standards to achieve/maintain quality.
• Maintains confidentiality and protects sensitive data at all times.
• Adheres to organizational and department specific safety standards and guidelines.
• Works collaboratively and supports efforts of team members.
• Demonstrates exceptional customer service and interacts effectively with physicians, patients, residents, visitors, staff and the broader health care community.

Skills, Knowledge Or Abilities

• Critical Thinking: Must have strong relationship building skills and the ability to make and use connections throughout the hospital to complete projects and maintain strong partnerships with other departments.
• Initiative: Must be able to gather and analyze information skillfully and be able to brainstorm alternative resources and directions.
• Problem Solving: Must be able to break down complex tasks into manageable parts in a systematic, detailed way and considers input from several sources.
• Attention to Detail: Must be able to problem-solve by identifying and resolving problems in a timely manner, as well as develop alternative solutions when needed.
• Independence: Must be able to work independently with minimal supervision.
• Flexibility: Must have great flexibility and the ability to continually look for ways to make appropriate adjustments and changes – rather than identifying why things cannot be accomplished – in order to meet the changing needs of University Medical Center.

Language Ability

• Speak, Read and Write English.
• Ability to read, analyze, and interpret common and industry-related documents.
• Ability to respond to common inquiries or complaints from patients, families, University Medical Center staff and the general public.
• Good phone etiquette when speaking on the phone.

Reasoning Ability

• Ability to define problems, collect data, establish facts, and draw valid conclusions.
• Ability to interpret an extensive variety of instructions and deliver successful results.

Computer Skills

• Strong working knowledge Microsoft Office products, especially Outlook, Word and Excel.
• Working knowledge of Windows based computer programs.
• Capacity to learn other relevant systems and databases, as needed.
• Working knowledge of hospital approved scheduling module.

Education & Training

• High school graduate or GED required.
• Medical terminology preferred.

Experience

• Previous clerical /computer experience.
• Surgery Scheduling experience.
• Medical terminology.
• Experience with Cerner software systems preferred.