Job Summary: The Surgery Scheduling Coordinator is responsible for performing clerical and receptionist duties, maintaining the physical environment of the surgery scheduling office, and scheduling surgeries in a prompt and organized manner. They also participate in patient care by reporting and coordinating surgical details in a concise and efficient manner. Actively and consistently contributes to department operations and communications, behaves in a manner consistent with the mission, vision, and values of Pipeline Health, upholding standards of AIDET (Acknowledge, Introduce, Duration, Explanation, Thank you) patient communication.
Qualified applicants with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.
Essential Functions:
- Attends daily O.R. Huddles.
- Assists with the operational and fiscal management of the department daily.
- Reviews daily O.R. schedule with staff.
- Collaborates with O.R. counterpart regularly to assess, & address pro-actively, real time changes in Operating room schedule.
- Consults with Physician Chiefs regularly.
- Staffing coordination and forecasting.
- Plans and prioritize execution of daily schedule review for upcoming cases.
- Prepares and maintains the staffing schedule for the department.
- Coordinates receiving, documentation, staging and sterilization of vendor owned instrumentation for surgical procedures.
- Sends authorizations for approval for surgery cases.
- Coordinates surgery specialty training for SPD, and Surgical staff.
- Communicates and coordinates with surgeons’ offices and business offices for planning of surgeries.
- Verifies implants are available for scheduled surgeries.
- Participates in Perioperative Services & Central Processing departmental and committee meetings.
- Demonstrates ability to prioritize and organize clerical / receptionist duties and workflow.
- Demonstrates ability to correctly operate office equipment and maintain a safe environment.
- Performs essential role in accordance with hospital policies and procedures, regulatory standards and fulfills other job duties as requested within scope.
- Communicates and coordinators with vendors. Attends daily O.R. Huddles. Reviews daily O.R. schedule with staff.
- Uses clear, concise, professional communication with coworkers, patients, all customers internal and external.
- Uses AIDET in interactions with patients and family members.
- Collaborates across disciplines to assist in coordination of patient care, including but not limited to patient transfer, discharge, referrals, and spiritual/psychosocial support needs.
- Acts with a sense of urgency when performing tasks.
- Basic unit/department maintenance such as keeping files, drawers, cabinets free from unnecessary clutter.
- Reports on any equipment and or environmental issues for repair.
- Abides by HIPAA (Health Insurance Portability and Accountability Act) regulations.
- Speaks up to stop the line and escalates potential safety events if necessary.
- Completes and attends monthly training assigned.
- May float to other areas of the hospital as needed.
- Other duties as assigned.
Behavioral Standards:
- Assists in maintaining a safe, clean patient care environment.
- Assists with training of new Surgery Schedulers.
- Treats everyone as their customer; utilizes scripting and other tools to ensure consistency in customer service; Expresses recognition and shows appreciation to others; fully utilizes AIDET principles; responds quickly to handle requests, complaints, and questions; displays a positive attitude.
- Demonstrates the highest level of professionalism, passion and care when interacting with patients, families, physicians, and hospital staff members.
- Using a lens of equity in all aspects of patient care delivery, education, and research to promote policies and practices to allow opportunities for all to thrive and reach their potential, embracing ingenuity to service our customers.
Communication/Knowledge:
- Wears nametag properly; follows dress code policy; answers phone correctly and promptly; is prepared for meetings; meets deadlines; does not participate in gossip; acts ethically and treats others with respect; respects customer’s and co-worker’s time; establishes and maintains effective relationships with customers and co-workers.
Collaboration/Teamwork:
- Attends staff meetings; follows HIPAA guidelines; follows patient rights policy; complies with the compliance program; demonstrates knowledge of role in a disaster; demonstrates knowledge of fire and fire drill procedures; working knowledge of hospital emergency codes; always utilizes standard precautions in the clinical setting; safely manages the environment of care by demonstrating a working knowledge of the requirements of the: Life Safety program, Utilities Management program, Hazardous Materials program, Emergency Preparedness program, Safety Management program, Medical Equipment Management program, Security Management program.
Qualifications/Experience:
- One (1) year experience in surgery scheduling experience.
- Adaptable to changing work schedules and patient needs.
- Ability to read, write, and comprehend medical terminology.
- Critical thinking, service excellence and good interpersonal communication skills, ability to read/comprehend written instructions, strong organizational skills, ability to follow verbal instructions, and PC (computer) skills.
- A capacity to learn, synthesize, make critical judgments, work independently, place patients and families first, and collaborate with the team members who are recognized leaders within health care.
