Surgery Scheduler Coordinator

Virginia Mason Franciscan Health has exciting and rewarding careers with competitive salaries and benefits. We are a family of hospitals health care services and medical providers delivering compassionate care to people throughout South Puget Sound. We are part of Catholic Health Initiatives one of the largest not-for-profit health care systems in the country.

Coordinates and schedules appointments for surgery cases as ordered by the surgeon at requested location in accordance with scheduling policy and with attention to block schedule parameters and restrictions.

• Ensures a written document is provided for every case requested.
• Ensures information is accurately captured and entered in system such as; patient name, procedure, diagnosis, and sufficient time is allocated.
• Identifies and resolves scheduling conflicts in a timely/efficient manner.
• Coordinates arrangements for surgical assistants, special equipment and surgical materials; ensures that there are no physician or equipment conflicts.
• Obtains anesthesia coverage for scheduled cases.
• Assigns cases to appropriate operating rooms, making sure proper equipment is available and allotted time is maintained; Collaborates with OR and Material Supply staff to ensure that all needed supplies and equipment are available when needed. 
• Schedules add-on procedures for surgeons/secretary for day requested.

Reviews completed schedules daily to improve flow of OR schedule. 

• Works with Charge RN as appropriate to facilitate the OR schedule.
• Generates daily OR schedule in a timely fashion; coordinates distribution of OR schedule.
• Generates corrected schedules and other management information reports.
• Verifies cancellations and makes changes to schedule as necessary.

Monitors surgical service block utilization.

• Monitors the schedule and makes appropriate changes to facilitate the flow of the schedule prior to the day of surgery. 

Collects and prepares reports on surgical service statistics, as requested.

Job Knowledge/Abilities:

• Ability to use strong organizational and attention-to-detail skills in the execution of duties.
• Knowledge of the meaning and use of medical terminology and common abbreviations.
• Knowledge of the operation of standard office equipment, including PC or computer terminal, and software programs as required by specific job duties.
• Knowledge of the function and operation of automated surgery scheduling systems/programs and operating room protocol.
• Ability to understand and apply oral and written instructions to produce a desired result.
• Ability to effectively communicate sufficient to perform the duties of the position.
• Ability to learn and understand the practices and procedures relating to the work of the assigned unit.
• Ability to learn, understand and apply the unit’s Care, Safety, Risk Management and Standard Precautions standards.
• Ability to read, understand and communicate in English sufficient to perform the duties of the position.
• Ability to use office equipment and automated systems/applications/software at an acceptable level.
• Ability to establish and maintain effective working relationships as required by the duties of the position.

Education/Work Experience Requirements

A minimum of six months secretarial/clerical work experience in a medical setting (within the last five years preferred) that demonstrates attainment of the requisite job knowledge skills/abilities.  Completion of a recognized unit secretary program or coursework in a related field is desirable.