Position Highlights:

• Sign on bonus: None

• Position: Surgical Scheduler I

• Location: Swedish Hospital, Chicago, IL

• Full Time

• Hours: Monday-Friday, 8:30am to 5pm

• Required Travel: None

What you will do:

Coordinate surgical scheduling between physicians and patients including managing surgery requests, managing block time utilization, booking cases and using wait lists, inputting referrals and communicating with patients and the precertification staff regarding status, communicating pre-op instructions, ensuring pre-op requirements are completed, provide pricing support. In addition, this person is expected to handle routine calls, support patient scheduling and manage the physician template.

RESPONSIBILITIES

Corporate Expectations:

Knowledge and demonstration of Endeavor Health customer service standards and service values.

Knowledge of and compliance with Federal, State, and local laws that apply to the job's area of responsibility.

Knowledge of and compliance with Endeavor Health policies and procedures that apply to the job and area of responsibility.

Ongoing growth and development from participation in events such as workshops, in-service programs, lecture series, and departmental meetings.

Provide service based on physician, psychological, educational, and related criteria appropriate to the age and type of patients/customers served.

Clinical Scheduling:

Utilize Epic to schedule all new, established, and post-op patients in accordance with patient and physician preferences, physician availability, and practice protocols.   

Communicate information to patients regarding referrals.

Communicate information to patients regarding what they need to bring with them to their appointment.   

Maintain physician clinic templates.   

Work with clinical staff to monitor physician clinic schedules to ensure optimal patient flow and distribution of resources.   

Coordinate same day add-on and urgent appointment requests with clinical staff, physicians, and patients.

Surgical Scheduling:

Work with OR scheduling to book surgical cases in accordance with physician and patient expectations.

Utilize the request list process when necessary.

Collaborate with colleagues to schedule combo cases with other surgeons. Accurately enter in OpTime or communicate to the OR team the appropriate surgical procedure and any special equipment or needs that each case requires.

Apply knowledge of block time policies and procedures to ensure optimal utilization.

Enter referrals for surgery and obtain pre-certification as needed.

Coordinate with pre-certification staff regarding status of pre-certification. Communicate status with patient and handle cancelations or reschedules if denied. 

Ensure patients receive appropriate instructions surrounding their surgery/procedure.

Maintain calendar of surgery cases, clinic time, and block time per practice protocol. Schedule post-op visit(s) per practice protocol.

Facilitate pricing, coding, and other insurance related questions between patient, billing departments, and practice manager.

Coordination of Services:

Coordinate pre-operative testing (including, but not limited to lab tests, diagnostic tests, and intra-operative tests).

Coordinate with patients and other physicians in obtaining the necessary information to proceed with surgery scheduling (including H&P).

Communicate any delays or unanticipated results to physician.

Ensure all necessary diagnostic test results are performed prior to surgery scheduling and follow-up on any missing or inadequate pre-op testing.

Customer Service:

Answer all incoming telephone calls from patients, physicians, and other departments and handle each as appropriate in accordance with Endeavor Health telephone customer service standards and practice protocols including documenting in Epic telephone encounters.

Work with clinical and administrative colleagues to manage complex scheduling issues, including add-on appointments and changes.

Offer service recovery as needed.

Other Support Services:

Scan documents into the patient record according to policy.

Distribute clinical faxes to physicians and clinical staff as necessary.

Notify team of physician clinic changes, OR schedule changes, vacation days, and other schedule updates as necessary.

Orient, train, mentor, and cross-cover co-workers as necessary.

Other duties as assigned by Practice Manager.

QUALIFICATIONS/BASIC JOB REQUIREMENTS

Education — High School Diploma, GED or equivalent work experience required. 

Experience — Experience as a Patient Support Associate for 6 months or related experience and/or training

Skills — Must be able to perform multiple tasks, problem solve, and produce detailed, precise work product. Must be able to work independently with minimal supervision. Must be able to use Outlook and utilize multiple computer applications and operating systems concurrently. Working knowledge of Microsoft Office programs preferred. Epic knowledge and experience preferred. Must be a team player and possess excellent communication and customer service skills. Must have excellent organizational skills and the ability to prioritize tasks. Knowledge of health insurance plans a plus.

MANAGEMENT RESPONSIBILITY

N/A

INTERNAL AND EXTERNAL CONTACTS

1.   Good rapport with patients.

2.   Contact with physicians.

3.   Day-to-day relationships with other personnel.

4.   Communication with hospital departments.

ACCESS TO PROTECTED HEALTH INFORMATION

1.   Name, demographic and clinical.

2.   Computer system access is assigned based on manager’s access level request and on the minimum necessary as described on this job description.  Approval for level of access is given by the system administrator or manager of the department that has ownership of system/module.  (See Computer System Access Controls Policy)

Physical Demands/Environmental Conditions:

 Primary body position at work is sitting (80%).  

Requires ability to sit for extended period of times, type, walk, carry and lift 10 lbs, reach, twist, pull and bend. Require manual dexterity to operate keyboard and multi-line telephone. Requires ability to see and hear to perform the essential functions of the job. Requires ability to speak, read, and write English.

WORK HAZARDS:

Some risk factors when using the computer (50%) are:

1.   Exposure to electromagnetic transmission.

2.   Eye strain.

3.   Possible carpal tunnel syndrome.

4.   Possible exposure to airborne diseases when greeting patients (40%).

Benefits:

• Career Pathways to Promote Professional Growth and Development

• Various Medical, Dental, and Vision options

• Tuition Reimbursement

• Wellness Program Savings Plan

• Health Savings Account Options

• Retirement Options with Company Match

• Paid Time Off and Holiday Pay

• Community Involvement Opportunities