Surgical Coordinator

SUMMARY DESCRIPTION

Under the direction of the Program Manager or Director of the Service Line, the Scheduler-2 is responsible for detailed and complex schedules of a regional service line. This includes working with patients, providers  Contact Center, ancillary deprtments and insurance companies to coordinate appointments, case schedules and pre/post procedure care. The position assists with building and maintaining the department schedule/block schedule as needed. Oversees the build of the provider staffing schedule utilizing current scheduling applications .

This role works collaboratively as a member of a multidisciplinary, interdepartmental clinical team and partners with the Contact Center, Surgical Services, Risk Management, Patient Financial Services, Information Technology, Denials, and Capacity Management teams to ensure coordination of services for patients, providers, Practice Managers/Supervisors/Nurse Managers

Responsibilities include ensuring adequate assignments of physicians in all sites of care including practice locations, operating rooms, procedural suites, and consulting services to ensure maximum efficiency. This position must be able to work collaboratively with physician leaders, directors, and managers to ensure physician coverage needs are met in each clinical area.
 

Excellent interpersonal skills and communication skills that support interacting with multiple healthcare team members are required. It requires the ability to multitask and manage complex processes. Assumes additional responsibilities as necessary to support surgical services scheduling procedures.

The incumbent in this position will partner and consult with the BMP leadership and Providers to build and maintain master schedules that support the expected practice hours and schedules. The incumbent will work collaboratively with practice managers to ensure schedule optimization and adherence to all provider's expected hours in the clinic and offer coaching as necessary or requested. Consistent schedule audits will be performed and results will be communicated to practice and Access management. Responsible for oversight and organization of approved provider advanced time off requests, CME, or vacation time. 

 The incumbent will provide schedule-building education and support to BMP practices.

 Responsibilities include building, monitoring, coaching, and reporting BMP practice schedule utilization to leadership.

JOB REQUIREMENTS

1) Creates complex multidisciplinary physician schedules, and adjusts schedules to meet the daily changes in clinical needs of the hospital, diagnostic labs, or practice schedule. Ensures that adequate physician coverage across all services is consistent and appropriately met.
 

Manages monitors and troubleshoots the daily input to the schedule. Runs reports from all computer systems to assist in monitoring the schedules. Monitors and maintains the workflow as required so that the appropriate people, places, and equipment are where they should be. Anticipates and troubleshoots potential problems to take corrective actions. Prepares activity reports on volume performs daily quality data review and makes appropriate corrective actions, using all appropriate computer systems. Assists in the reconciliation of the schedule, and management of the scheduling systems to include, but not limited to, block schedule rules and other utilities.

2)  Works closely with patients to coordinate their surgical care; facilitates all patient care needs including the scheduling of medical clearance, interpreter services, special equipment, pre, and post-operative appointments. Utilizes computer programs such as CIS to facilitate and document patient correspondence for all cases. Will be available for patient questions regarding the coordination and scheduling of their care.Identifies patient/family needs in regards to scheduling. Assess the potential impact on the patient/patient’s family and provider when making decisions. When the best course of action is not available propose alternatives within guidelines.        

3) Works with all insurance companies to acquire prior authorization for procedures including preauthorizations and any special requirements. Ensures accurate completion of booking data prior to sending to Contact Center.

4) Develops and coordinates a systematic approach to identify coverage needs far in advance, develops and communicates action plans with medical and administrative leaders, and sustains appropriate physician coverage in all service line departments. Think "outside the box" on how to best support patient care in all service areas with efficient use of physician human resources.