Overview
Performs all aspects of scheduling, including daily, nightly and weekend assignments as defined by the specific needs of the division and in compliance with the guidelines and directives issues by the Board of Directors and Scheduling Committee to include but not limited to, answering incoming calls from surgeon’s staff, hospitals, surgery centers and patients, entering data and maintaining multiple databases.
Job Highlights
ESSENTIAL DUTIES AND RESPONSIBILITIES: (The ideal candidate must be able to complete all physical requirements of the job with or without a reasonable accommodation)
- Performs tasks with minimal supervision, including setting schedule, running the day, enter/review cases, and talking to providers, surgeons, patients, and facilities with little to no supervision.
- Completes daily summaries and check outs independently.
- Communicates to manager or physician liaison if short on manpower or if issues arise when making the schedule.
- Performs call trades and swaps for providers independently.
- Posts all cases according to division specifics to include general patient demographics, procedure, diagnosis, location, time of case and estimated time required for completion.
- Coordinates next day’s schedule with designated physician; coordinate all added, emergency and changes to current day’s schedule with designated physician.
- Utilizes advanced understanding of call trades and swaps for providers.
- Ensures the division has sufficient staff to cover all surgeries to include keeping the call rotation current at all times with the help of the physician scheduler.
- Maintains master meeting calendar, providers call information for accounting and providers vacation tracking information for accounting.
- Creates and manages the holiday call schedule.
- Trains all new scheduling employees as assigned by the Scheduling manager/director.
- Participates and trains new employees on the quarterly schedule. Helps maintain team-lists, and call equalization reports. Ensures quarterly scheduling document is up to date.
- Assists with various reports daily and ensuring that lower levels are providing updates as needed.
- Maintains physician preferences and surgeon information in scheduling software and shares this information with the department.
- Writes and maintains scheduling policies and procedures.
- Communicates with scheduling chair, CGB, scheduling director and operations as needed.Maintains all department documents.
- Ensures adherence to policies and procedures and maintains the ability to explain rules and procedures as needed to lower levels and team.
Qualifications
Knowledge/Skills/Abilities (KSAs):
- High School Diploma, Bachelor’s Degree preferred.
- 3-5 years related experience and/or training at this level; or equivalent combination of education and experience.
- Knowledge of medical practices and terminology.
- Ability to lead and train lower levels.
- Previous Surgery Scheduling experience is preferred, but not required.
- Proficient in Microsoft Office, including Word, Excel and Outlook.
- Experience with a multi-line phone system. Ability to handle a large volume of phone and computer work.
- Ability to read, analyze, and interpret business reports, professional journals, technical procedures, and government regulations.
- Ability to present information and respond to questions from the groups of managers, clients, customers, and the public.
- Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
- Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
- Ability to establish and maintain effective working relationships with others.
- Must have a flexible schedule with the ability to work shifts varying daily from 6:30 am to 6:30 pm, including overtime when needed.
*The physical demands described here are representative of those that may need to be met by an employee to successfully preform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Occasional Standing
- Occasional Walking
- Frequent Sitting
- Frequent hand, finger movement
- Use office equipment (in office or remote)
- Communicate verbally and in writing
US Anesthesia Partners, Inc. provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, gender identity, sexual orientation, pregnancy, status as a parent, national origin, age, disability (physical or mental), family medical history or genetic information, political affiliation, military service, or other non-merit based factors.
