Surgical Scheduler-Gastroenterology

Surgical Scheduler – Gastroenterology at Wheeling Hospital

The Surgical Scheduler coordinates surgical scheduling and manages pre‑admission testing within the Gastroenterology department. Responsibilities include maintaining detailed surgeon calendars, ensuring optimal OR utilization, handling cancellations and urgent cases, and communicating with patients, physicians, and ancillary staff.

• Establish and monitor the detailed calendar for each surgeon and coordinate with the OR schedule to efficiently schedule all cases.
• Monitor procedure lengths with surgeons to maximize OR time utilization.
• When procedures are canceled, reschedule future cases and fill gaps with appropriate patients.
• Assist in scheduling urgent and emergent surgeries.
• Coordinate and schedule pre‑operative testing as required by the department.
• Maintain up‑to‑date queues from EPIC and gather ancillary testing forms from physicians.
• Communicate impending surgery details to patients and families, including sending letters, prescription instructions, and appointment cards.
• Call patients to remind them of appointments and confirm attendance.
• Confirm patient procedures within the Suite for clinical staff.
• Maintain inventory of patient instructions and educational materials for ancillary testing.
• Coordinate patient care with various clinics and pre‑admission testing staff to accommodate procedure requests.
• Obtain phone consent and coordinate care for DHHR patients, scanning legal documents into EPIC.
• Arrange pre‑certification with third‑party payers as required.
• Complete missing information and provide referral staff with necessary request forms.
• Refer patients needing financial assistance to social services and financial counselors.
• Maintain records of cases performed, including resident participation, and update the DEPOT weekly.

• High school graduate or equivalent.
• State criminal background check and, if applicable, Federal background check.

• One year of medical office experience with scheduling responsibilities.

• Ability to sit for extended periods.
• Hearing (hearing aids permitted); no reliance on lip reading.
• Visual acuity (corrected) sufficient to read small print.

• Standard office environment.

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

• Scheduled weekly hours: 40
• Shift: United States of America (Non‑Exempt)
• Company: WH Wheeling Hospital Inc.
• Cost Center: 8082 WH Gastroenterology
• Address: 1 Medical Park Drive, Wheeling, West Virginia

Equal Opportunity Employer

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.