Surgical Scheduling Supervisor, Obstetrics and Gynecology (Hybrid)

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives.

About the role

This position is responsible for the day-to-day operation of the OR Scheduling staff. Manages and coordinates online scheduling of operative procedures, assuring cost-effective utilization of staff, space, equipment, and optimal timing for patients. Oversees schedules for provider clinics and call schedules when appropriate. Directly oversees and schedules for 2-4 surgeon practices.

Responsibilities

• Assumes accountability for the efficient, effective function of the scheduling staff.
• Assures appropriate allocation of personnel to essential tasks.
• Organizes and oversees work schedules for optimal utilization of staff.
• Develops 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 and 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, and 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 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 a 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.
• Prepares and maintains various scheduling reports for OR and clinics to support scheduling and staffing needs.
• Has the authority to direct and support employees' daily work activities, including hiring, termination, corrective action, and performance reviews.
• Assists in planning, monitoring, and/or managing budget in functional area of department.
• Prepares surgical block schedules and other assignment schedules for physicians and staff, ensuring accuracy and equity of assignments.
• Monitors practice performance measures based on hospital standards to ensure schedule booking is being utilized optimally.
• Creates and supports clinic templates and provider surgical block schedules.
• Holds daily huddles and bi-weekly team meetings with surgical scheduling staff, keeping them abreast of protocols, policies, and initiatives within the department and at the network level.
• Participates and leads in monthly onsite team in-service trainings.
• Provides administrative supervision/closed-loop communication for surgical block changes as required across locations.
• Serves as hands-on supervisor providing daily support in scheduling and booking OR cases for any of the OB/GYN service lines.

Requirements

• High School diploma or GED required. Bachelor's degree preferred.
• 3-5 years related work experience required and 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.

Skills

• Decision Making: Ability to make decisions that are guided by precedents, policies, and objectives. Regularly makes decisions and recommendations on issues affecting a department or functional area.
• Problem Solving: Ability to address problems that are highly varied, complex, and often non-recurring, requiring staff input, innovative, creative, and Lean diagnostic techniques to resolve issues.
• Independence of Action: Ability to set goals and priorities for functional area. May make recommendations for department policies, practices, and programs. Manager or Director provides broad guidance and overall direction.
• Written Communications: Ability to communicate complex information in English effectively in writing to all levels of staff, management, and external customers across functional areas.
• Oral Communications: Ability to verbally communicate complex concepts in English and address sensitive situations, resolve conflicts, negotiate, motivate, and persuade others.
• Knowledge: Ability to demonstrate broad and comprehensive knowledge of theories, concepts, practices, and policies with the ability to use them in complex and/or unprecedented situations across multiple functional areas.
• Team Work: Ability to act as a team leader for small projects or work groups, creating a collaborative and respectful team environment and improving workflows. Results may impact the operations of one or more departments.
• Customer Service: Ability to lead operational initiatives to meet or exceed customer service standards and expectations in assigned unit(s) and/or across multiple areas in a timely and respectful manner.

Physical Requirements

Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionally.

Pay

$64,480.00 USD - $86,778.00 USD annual base salary range. Actual compensation is determined based on several factors, including seniority, education, training, relevant experience, relevant certifications, geography of work location, job responsibilities, or other applicable factors permissible by law.

Additional Information

Direct Reports: More than 7. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) as a condition of employment.