Reports to the Director, Assistant Director, Manager, or designee. In accordance with policies and procedures provides for the daily scheduling of patients. Prepares reports on the provision of services to the clinical and/or professional team per established schedule. Communicates with managers, assistant directors, supervisory nurses, and recruitment staff to ensure patients are scheduled appropriately and their needs are being met.
MISSION, VALUES and SERVICE GOALS
MISSION: We deliver outstanding care, inspire health, and connect with heart.
VALUES: Trust. Respect. Integrity. Compassion.
SERVICE GOALS: Personally connect. Keep everyone informed. Be on their team.
Schedule Management:
Maintains high and up to date knowledge of requirements for all procedures, protocols and various departments scheduling criteria.
Effectively implements departmental procedure and protocol updates as they occur (may be communicated through email, updated guidelines or meetings).
Demonstrates the ability to work at a fast pace and maintains accuracy of details for each procedure scheduled.
Verifies that orders for procedural requests are complete with all necessary elements of a valid order per policy as received from offices prior to booking.
Works to secure a valid and complete order by communicating to office, when necessary, elements of the order, or other important process information are missing.
Schedules patient procedures in a timely manner, ensuring that surgeon, dates, patient type, and insurance is accurately entered from order to patient STAR visit to booking.
Sends confirmations of scheduled procedures to offices and other departments as required by protocols and guidelines for chart preparation.
Places and monitors that case holds are timely and accurate in the scheduling system to facilitate booking of faxed scheduling requests.
Removes holds not confirmed by a follow up order based on department guidelines.
Monitors and maintains the electronic fax file where the majority of scheduling order requests are communicated from offices.
Patient Account # Assignment:
Maintains high and up to date knowledge of requirements for creating an accurate patient account visit number in the STAR system to enable a patient case to be booked in the Scheduling system.
Maintains a high level of accuracy of the critically important fields in the account when creating, moving or canceling scheduled procedures.
Demonstrates that a high level of care is taken when choosing a patient in the STAR system to create a visit by comparing the recommended elements per guideline.
Demonstrates that an exhaustive search is performed prior to creating a FIRST visit in the STAR system which creates a new Medical Record #.
Insurance:
Provide backup assistance to monitor the EGH Surg Svcs Insurance email group
Provide backup assistance to act as a liaison between VOB and scheduling offices
Communication:
Responds timely and assumes fair share of phone calls received in the department to meet the needs of the customer. Directs and assists vendors, visitors and ancillary staff to check in, gain access to scrubs or other necessities when arriving in Surgery.
Demonstrates the ability to remain positive, friendly, and confident in performing tasks and communicating pertinent information with others, even in stressful situations.
Communicates respectfully and positively with coworkers and other hospital staff.
Remains effective, thorough, and open when communicating problems in scheduling of procedures and sees them to resolution.
Ensures confidentiality when handling patient charts, records and other information.
Communicates any add on / change to procedural schedules to OPS, CVR and Insurance Specialist as specified.
Assumes a fair share of the departments call coverage for add-ons / changes as specified in department guidelines.
Contacts offices with surgeon line ups/patient arrival times.
Communicates any uninsured patients to Insurance Specialist and Financial Counselor.
Assumes timely responsibility for reading, responding and/or implementing change based on any email correspondence received.
Prepares accurate Surgical Services Departments call schedules and posts on line for house-wide use.
Distributes paper procedure schedules, and any electronic sending or posting versions of schedules to hospital personnel.
Assists or completes necessary updates to departmental documentation when requested.
Contribute to the overall effectiveness of the department:
Completes other job-related duties and projects as assigned.
Monitors office supply needs and places timely necessary orders.
Receives and stores ordered supplies in a timely and organized fashion.
Attends a minimum of 50% of departmental meetings and is responsible for 100% of the information shared at the meetings.
Remains open to learning any tasks in the department and filling in based on need or vacancy.
Assists other members of the department to support and enforce policies and procedures to prevent financial loss on surgical cases.
ORGANIZATIONAL RESPONSIBILITIES
Associate complies with the following organizational requirements:
Attends and participates in department meetings and is accountable for all information shared.
Completes mandatory education, annual competencies and department specific education within established timeframes.
Completes annual employee health requirements within established timeframes.
Maintains license/certification, registration in good standing throughout fiscal year.
Direct patient care providers are required to maintain current BCLS (CPR) and other certifications as required by position/department.
Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.
Adheres to regulatory agency requirements, survey process and compliance.
Complies with established organization and department policies.
Available to work overtime in addition to working additional or other shifts and schedules when required.
Commitment to Beacon's six-point Operating System, referred to as The Beacon Way:
Leverage innovation everywhere.
Cultivate human talent.
Embrace performance improvement.
Build greatness through accountability.
Use information to improve and advance.
Communicate clearly and continuously.
Education and Experience
The knowledge, skills, and abilities as indicated below are normally acquired through the successful completion of a High School Diploma or Equivalent. No previous experience is required. Previous experience in transcribing orders and medical terminology is preferred.