Surgical Scheduler​/Administrative Assistant - Bariatric Surgery

Surgical Scheduler/Administrative Assistant - Bariatric Surgery

United States, West Virginia, Morgantown

Welcome! We're excited you're considering an opportunity with us! To apply to this position and be considered, click the Apply button located above this message and complete the application in full. Below, you'll find other important information about this position.

Coordinates all master clinical and administrative schedules for inpatient (OR) and outpatient (clinic) volume for physician, resident, and clinical support staff. Monitors and notifies all parties involved regarding time changes and schedules. Coordinates pre-admission and ancillary testing done in department. Coordinates and schedules elective and emergent surgeries. Independently performs a wide range of administrative duties, support and coordination of administrative, clinical, educational and research activities in a rapidly changing environment.

Leads, coordinates and has direct responsibility for a wide variety of projects related to clinical, administrative, research and educational activities on behalf of the department faculty, division chiefs, residents and APPs.

• High School or equivalent level of education and two years medical office experience
• Associate's Degree and one year medical office experience
• Bachelor's Degree in Business Administration, Healthcare Administration or related field

• Responsible for master clinic and OR scheduling. Reviews schedules: adds and deletes clinics. Monitors all physicians, residents clinical support staff schedules. Ensures monthly call schedule is maintained. Schedules staff and operating rooms based on physicians schedules. Reschedules patients due to overbooked or canceled clinics. Reconciles conflicting assignments.
• Coordinates specialty clinics as needed, working closely with clinic manager to ensure proper scheduling, staffing and processes.
• Responsible for all department elective and emergent surgery scheduling. Assists in scheduling urgent and emergent surgeries.
• Schedules surgeries in operating rooms, clinic treatment rooms, Cancer Center and outreach facilities. Continuously monitor and review length of specific procedure with specific surgeon to ensure optimal utilization of OR time.
• Schedules all pre-admission testing for cases. Coordinates all pre-operative, post-operative and ancillary testing needed prior to surgery.
• Communicates information regarding upcoming surgical procedures to patients, families and referring providers within scope of knowledge.
• Arranges pre-certification and authorization with third party payers as necessary. Works closely with hospital Pre-Certification Department to resolve issues.
• Responsible for pre-certification and authorization for Worker's Comp patients. Refers patients requiring financial assistance to social services and financial counselors.
• Displays intimate knowledge of procedure schedule; will be required to have in depth understanding of Clinical staff, equipment and OR availability, to provide requested procedures. Coordinates needed equipment directly with medical supply vendor. Notate surgeon specific equipment or implant needs. If desired equipment is not available will assist in coordination of request for new equipment and monitor timeline in order to not postpone case.
• Works with the patient to provide appropriate appointment for procedure. Updates patients of procedure details. Send patient a letter (copies referring provider), with detailed instructions (required prescriptions if applicable), as well as appointment card.
• Coordinates patient calls 3-4 days before procedure - will be required to follow up until answered. Required to adhere to parameters put in place by division to supply highest level of service.
• Monitor receipt of all clearance letters (medical/cardiac/pulmonary) prior to scheduling of the procedure. Make sure all paperwork is completed and scanned into EPIC to include consents, clearances and outside testing results. Keeps meticulous records and monitors all needed information. Completes any missing information; provides Referring Clinical Staff with request forms that aid in the determination of medical procedure, necessity of treatment, and/or necessary follow up.
  
  Scheduler serves as a contact for future questions or concerns.
• Confirms patient procedures for clinic and OR with appropriate clinical staff. Works closely with Clinical staff to accommodate procedure requests.
• Required to work closely with Clinic Call center to decrease clinic backlog by scheduling procedure appointments - those in need of procedure decided upon by Clinical Staff.
• Required to work closely with Clinic Manager as well as clinical staff, to accommodate procedure requests.
• Position will require constant interaction between clinic and OR staff to manage procedure requests and maintain full schedules, as well as accommodate time sensitive requests.
• Arranges and confirms pre-certification and authorization with…