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

Address 100 E Liberty St Louisville, KY 40202

Shift Job Description Summary: Performs clerical duties on the unit under the direction of the Charge Nurse & Unit Management Personnel. Applies proper and professional communication skills between personnel within the department and other departments in relationship to patient care. Presents a personable and professional attitude to physicians, patients, families, visitors, and co-workers in person and over the phone.

II. 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.
• Collect all the case specific instructions form the case information request form
• Collect basic patient demographic information (e.g. name, address, city, state, zip code, and telephone number) and verifies information is correct in Cerner.
• Initiate correct patient encounter numbers.
• Understands conflict scheduling and takes the necessary steps to avoid errors.
• Confirm next day schedule with each office for accuracy, changes, cancellations, and additions.
• Ensure the physician has privileges prior to scheduling the procedure.
• Collect 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.
• Notate special equipment and requests in the comments field to print on the schedule.
• Notify PAT of any time changes for the next day surgeries.
• Working with PAT to schedule appointments.
• Collects 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
• Posting 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.

III. University of Louisville Hospital Core Expectations

Collaboration & Teamwork: works cooperatively and collaboratively with others toward the accomplishment of shared goals.

Valuing Diversity: recognizing and embracing 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 looking 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 To This Role

• 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.
• Must be able to type 30 wpm without error.
• Must have strong initiative and be able to gather and analyze information skillfully and be able to brainstorm alternative resources and directions.
• Must be able to break down complex tasks into manageable parts in a systematic, detailed way and considers input from several sources.
• Must be detail orientation in gathering relevant data while attending to essential details; checks work for accuracy and quality.
• Must be able to problem-solve by identifying and resolving problems in a timely manner, as well as develop alternative solutions when needed.
• Must be able to work independently with minimal supervision.
• 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 to the changing needs of University Medical Center.

Language Ability

• Speak, Read and Write English.
• Must have ability to read, analyze, and interpret common and industry-related documents.
• Must have the ability to respond to common inquiries or complaints from patients, families, University Medical Center staff and the general public.
• Must speak clearly and succinctly when speaking on the phone; good phone etiquette.

Reasoning Ability

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

Computer Skills

• Must have strong working knowledge Microsoft Office products, especially Outlook, Word and Excel.
• Must have working knowledge of Windows based computer programs.
• Must have the capacity to learn other relevant systems and databases, as needed.
• Must have working knowledge of hospital approved scheduling module.

Job Description EDUCATION & TRAINING: High school graduate or GED required. Medical terminology preferred.

EXPERIENCE: Previous clerical /computer experience, Surgery Scheduling experience and medical terminology. Experience with Cerner software systems preferred.

LICENSE & CERTIFICATION: None

Additional Job Description na