Scheduling Coordinator at Westchester Medical Center – Poughkeepsie, New York

The Surgical Services Scheduling Coordinator is responsible for coordinating and entering all surgical procedures into the medical software program, communicating equipment needs and special requests to the Nurse Managers (or their designees) of the Main Operating Room, Endoscopy and Pre Surgical Testing Units.

Responsibilities:

• Schedules all surgeries according to scheduling guidelines and special requests as requested by the Physician or the physician’s office staff.
• Coordinates efforts with the Nurse Manager and or unit Charge Nurse to prevent equipment and staffing conflicts and schedules technical support services relative to a procedure(s). Seeks opportunity to increase knowledge of surgical terms by attending a class or educational seminar.
• Captures complete and accurate patients clinical, demographic and insurance information. Patient specific information will include those fields indicated on the Surgical Request Form. Takes the initiative to contact offices to obtain correct ICD10 and procedure codes to insure accurate reimbursement.
• Schedules are faxed to Medical Records department each morning. By 3:00 p.m. the final schedule is approved and signed off by OR and Endo Managers.
• As cases are scheduled for PST and OR, faxes all booking sheets to doctors’ offices, the operating room, and financial registrar offices.
• Communicates to other hospital departments the need for any additional assistance as determined by the surgical schedules, i.e., Radiology for C-arm technician, Cell Saver, and any requests for P.A’s or assistants.
• Communicates to the unit appropriate Nurse Manager and Patient Registration all add-on cases, scheduling conflicts and any unusual patient problems.
• Maintains an open, positive, accommodating and customer-friendly line of communication with Physicians and their office personnel, as well as other hospital staff, patients, family member. Takes a very active approach by contacting offices with any changes in our scheduling system and periodically makes visits to offices.
• Tracks cancelations on a weekly basis, providing the unit specific Nurse Managers a weekly report on the same items.
• Works with PST Nurses to coordinate all cancelations and re-bookings, along with approval of phone interviews.
• Performs other related duties as assigned.

Experience:

• Minimum one (1) year of scheduling experience in healthcare facility in a similar setting.
• Must have experience using scheduling software and Windows Office.

Education:

• High School Graduate.
• Above average comprehension of medical terminology.

Licenses/Certifications:

• None

Other:

• If applicable, the individual performing this job may reasonably anticipate coming into contact with human blood and other potentially infectious materials. Individuals in this position are required to exercise universal precautions, use personal protective equipment and devices, and learn the policies concerning infection control.
• Must possess excellent communication skills.
• Competence in written and oral skills, and ability to prioritize and complete tasks in a timely manner.