Surgical Scheduler - Orthopedics Blue Clinic

Surgical Scheduler - Orthopedics Blue Clinic

Join to apply for the Surgical Scheduler - Orthopedics Blue Clinic role at WVU Medicine Thomas Hospitals.

Welcome! We’re excited you’re considering an opportunity with us. Below you’ll find important information about this position.

• High school graduate or equivalent.
• State criminal background check and Federal (if applicable), as required for regulated areas.

• One (1) year medical office experience with scheduling responsibilities.

• Establish and monitor a detailed calendar for each surgeon, using this information with the OR schedule to proficiently schedule all cases in a timely fashion and provide best time utilization for surgeons. Continuously monitor and review length of specific procedures with surgeons to ensure optimal utilization of OR time.
• If procedures are canceled, pull future cases/appointments to keep the procedure schedule full, requiring careful management and knowledge of staff schedules and preferences. The scheduler will be responsible for filling gaps with patients that only require procedures.
• Assist in scheduling urgent and emergent surgeries.
• Coordinate and schedule testing needed prior to surgery as required by the department.
• Keep up-to-date queue from tests ordered in EPIC by physicians. Gather ancillary testing forms received from physicians when necessary.
• Communicate information regarding impending surgery to patients and their families, within scope of knowledge of the incumbent. Send patient a letter (copying the referring provider), with detailed instructions (required prescriptions if applicable), as well as an appointment card.
• Call patients with appointment reminders to elicit intent of the patient to keep the appointment. The scheduler serves as a contact for future questions or concerns.
• Confirm patient procedures within the suite for clinical staff.
• Maintain inventory of patient instructions and educational materials related to ancillary testing.
• Coordinate patient care with various clinics, pre‑admission testing, and staff within the Clinical Enterprise to accommodate procedure requests.
• Obtain phone consent and coordinate care for DHHR patients (Department of Health and Human Resources). Scan legal documents into EPIC system.
• Arrange for pre‑certification with third‑party payers as required by the department.
• Complete any missing information; provide referring clinical staff with request forms that aid in determining medical necessity of treatment and/or required follow‑up.
• Refer patients requiring financial assistance to social services and financial counselors.
• May maintain record of cases performed, including those with resident participation.
• Update the DEPOT weekly to reflect information about the case and any issue(s) with scheduling the case.

• Ability to sit for extended periods of time.
• Hearing (aid permitted) – must be able to function without use of lip reading.
• Visual acuity (corrected) – keen for both distant and near objects/individuals (i.e., ability to read small print).

• Standard office environment.

• Strong written and verbal communication skills.
• Familiarity with medical terminology.

• Scheduled weekly hours: 40
• Exempt/Non-Exempt:
  Non-Exempt
• Shift: United States of America (Non-Exempt)
• Company: THOM Thomas Hospitals
• Cost center: 6256 THOM SF Orthopedics Blue Thomas
• Address: 333 Laidley Street, Charleston, West Virginia

West Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law.

All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.