Surgical Services Scheduling Specialist

Req#: R7023
Category(s): Administrative Support, Customer Service
Full Time / Part Time: Full-Time
Shift: First

Summary: 

Under the direction of the the Manager or Director Surgical Services, the Scheduling Specialist is responsible for the Surgical and Endoscopy Schedule. This includes booking Surgical and Endoscopy cases on a daily basis, facilitating cases onto the schedule within 48 hours of the day of procedure. Also assists with building and maintaining the surgical and endoscopy schedule / block schedule as needed. Collaborates with mutidisciplinary members within surgical and endoscopy services, Access Services Department, Surgical and Endoscopy Scheduling and Registration. Completes accurate billing procedures. Has excellent working knowledge of SMS and SurgiNet Data Entry screens. Accurately and efficiently enters patient surgical charge data. Accurately batch, record, and mail Surgical and Endoscopy supply charge tickets.

Requires strong computer skills and knowledge of the Windows environment, scheduling systems, patient access systems and networks. Computer proficiency inclusive of the ability to access, enter and interpret computerized data/information required.

Excellent interpersonal skills and communication skills that support interacting with multiple health care team members required. Requires the ability to multitask and manage complex processes. Assumes additional responsibilities as necessary to support surgical services scheduling processes.

Job Responsibilities: 

1) Oversees the daily, online functions of the Surgical and Endoscopy Scheduling Systems. Monitors and utilizes the computer systems supporting Surgical Services. Responsible for the production and disbursement of the daily endoscopy and surgical schedules for the entire institution.

2) Manages, monitors and troubleshoots the daily input to the surgical and endoscopy schedule. Records and reports data to the Daily Management Board (DMB). Runs reports from all computer systems to assist in monitoring the schedule. Anticipates and troubleshoots potential problems to make corrective actions. Prepares and collects activity reports on volume and utilization and performs daily quality data reviews and makes appropriate corrective actions using appropriate computer systems. Assists in the reconciliation of the endoscopy and surgical schedule, management of the endoscopy and surgical scheduling systems to include, but not limited to, block schedule rules and other utilities.

3) Builds and maintains the endoscopy and surgical block schedule. Coordinates with Access, Registration, and the office practices on endoscopy and surgical blocks and schedules.

4) Performs accurate billing procedures. Has excellent working knowledge of SMS and SurgiNet Data Entry screens. Accurately and efficiently enters patient charge data. Accurately batch, record, and mail Surgical and Endoscopy supply charge tickets. Knowledgeable about daily counts of sheets and works with appropriate individuals to obtain missing or incomplete charge data. Efficiently works with Appointment Books within SurgiNet to book an Add-on Case so that post-case data entry can be done. Pushes through all surgical post-case data charges. Understands and is able to carry out "Revenue Translation" within SMS and SurgiNet. Acts in a mentoring capacity to new members of the team, working with them to understand data entry screens, principles of surgical flow, and overall working environment. Works closely with coding and reconciles any CPT code issue to ensure timely billing. Accurately reconciles all financial reports (HBI, Midas, SMS, SurgiNet).

5) Knowledge of computer programs including SurgiNet and SMS. Understands and follows procedures for taking incoming calls at the control desk in the OR from physicians' offices, collecting necessary data for patient booking. Has a solid understanding of Schedule deadlines and timing of responsibilities between Access Services, MD Offices, and the Surgical Department. Communicates effectively with the physician office about case times and availability. Works in collaboration with the charge RN to take add-on's to the schedule and communicate relevant information with accuracy. Produces and distributes printed schedules under the direction of the charge RN. Incorporates requested changes to format in a timely manner. Produces and distributes schedule worksheets in a timely manner for all parts of the surgical department. Works in collaboration with leadership to ensure accurate documentation of surgical reports.

6) Telephone triage, filing, copying of providers and patient information and answers routine inquiries in accordance with established unit guidelines. Answers the telephone calls within the time frames set by department standards and/or policy. Accurately receives and communicates all verbal and telephone messages in a professional manner as evidenced by no complaints throughout the year. Triages phone calls to appropriate RN/provider. Files chart copies and other records daily as directed by the charge RN/Manager. Maintains duplicates and distributes logs, records, reports, files and statistics as required. Requests charts, prints face sheets from other areas as directed by nursing staff, which can involve the use of CIS. Is able to locate patients in CIS and SurgiNet with 100% accuracy. Works with Charge RN to develop and update add-on list and room assignments, recording required information accurately.

7) Serves as a teacher/leader/role model in fostering a collaborative environment for unit responsibility. Works collaboratively and professionally with all staff. Recognizes the importance of teamwork and team objectives ahead of personal ones. Contributes to the time management of the department by being punctual to work and ready to work at the beginning of his/her shifts. Tactfully handles difficult situations with patients, visitors, co-workers. Demonstrates good rapport and cooperative working relationships with peers, ambulatory practices, physicians, nurses, other BFMC departments including outside medical and/or related personnel. Works cooperatively with team members.

8) Strives to coordinate/achieve maximum productivity. Assists other employees with departmental duties and special projects. Covers portions of other team member's duties while they are out of work. Consistently shows the ability to prioritize work. Strives to adjust personal schedule (staying late) in cases of real departmental needs. Performs duties in an independent manner with minimal direct supervision. Recognizes and performs duties which are not directly assigned (keeping work areas neat, orderly and well stocked etc.).

Required Work Experience: 

1) None

Preferred Work Experience: 

1) None Listed

Skills and Competencies: 

1) Interpersonal skills, ability to work independently and in a team, analytical skills, self-motivated

2)  Team player, commitment, flexibility, problem-solving, communication, service excellence, organizational awareness, learning, personal responsibility, mutitasking, emotional maturity

3)  Ability to analyze and priortize information resulting in appropriate recommendations

4)  Strong organizational skills with a focus on attention to detail

5)  Employee focuses on one type of scheduling (room or staff) at a time, but is cross trained in both

You Belong At Baystate

At Baystate Health we know that treating one another with dignity and equity is what elevates respect for our patients and staff. It makes us not just an organization, but also a community where you belong. It is how we advance the care and enhance the lives of all people.

DIVERSE TEAMS. DIVERSE PATIENTS. DIVERSE LOCATIONS.

Education:

GED or HiSET (Required)

Certifications:

Microsoft Certification – Other

Equal Employment Opportunity Employer

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