Scheduler – Ambulatory Surgery Center

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Overview:
The Surgery Scheduler is responsible for organizing the Operating Room scheduling systems, to ensure an active, accurate, and operational surgery schedule, and updating management, hospital departments, and physician’s office automatically on any changes in the schedule. We are looking for candidates who can maintain strong professional working relationships with physicians and staff through various communication channels including via telephone, emails, computer and in person. Under the direction of the Business Office Manager, the Surgery Scheduler performs a variety of clerical tasks including providing back-up to front desk registration and COVID-19 Testing Registration as needed.

CEENTA’s ASC Scheduler position is responsible for scheduling procedures for CEENTA’s physicians at our Ambulatory Surgery Center in our SouthPark office.

This is a full-time position with core hours Mondays-Fridays, 8:30am –4:30pm. Hours are subject to variation based upon clinic needs.

Essential functions:
• Maintains a good working relationship with physicians and staff through various communication channels including via telephone, emails, computer and in person
• Schedules all procedures to be performed in the ASC facility according to nursing and anesthesia staff availability, patient needs, and physician’s block time
• Regulates schedule according to procedure and physician’s time and staffing requirements
• Considers priorities and patient/equipment special needs when scheduling preoperative appointments and surgical procedures
• Respond to calls, emails, requests, and queries that CEENTA physician offices may have regarding scheduled appointments
• Provide information and updates in regards, to patients’ surgery schedules in a timely manner to both clinical and administrative staff
• Ability to meet the physical and mental demands of the position
• The ability to work on-site
• Predictable, reliable, and prompt attendance

Skills and abilities:
• Working Knowledge of EPIC
• Intermediate level computer skills
• Excellent phone etiquette
• Ability to communicate professionally (written and verbal)

Core competencies:
• Adaptability
• Attention to Detail
• Contributing to Team Success
• Multi-Tasking & Adaptability
• Personal & Professional Ethics
• Critical Thinking

Accountability:
Our mission is to be the premier eye, ear, nose, and throat group providing comprehensive, quality, and ethical healthcare to all in the Carolinas; to provide a favorable environment for the delivery of healthcare; and to provide for the wellbeing of the physicians and the employees of Charlotte Eye Ear Nose & Throat Associates, P.A. The ASC Scheduler Coordinator is responsible for scheduling CEENTA procedures using established outpatient surgery guidelines, as well as promptly providing information and updates regarding patient surgery schedules in a timely manner to both clinical and administrative staff.

Supervisory responsibilities:
The ASC Scheduler reports to the ASC Business Office Manager. This position has no supervisory responsibilities.

Education:
High School Diploma and/or General Education Diploma (GED)Experience

Experience:
• Minimum of 2 years medical office experience directly related to the duties and responsibilities specified, preferably in an Ambulatory Surgery Center
• Minimum 1 year of scheduling experience, preferably in an Ambulatory Surgery Center

Training period:
Employee must be able to successfully complete all job responsibilities at the minimum after 60 days of employment. Mandatory employment training will be provided in the following:
• EPIC Appointment Scheduling Training
• EPIC Patient Registration Training
• EPIC Health Information Systems Training

Work environment:
The work environment characteristics described are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The ASC Scheduler position is located within a shared office in SouthPark Surgery Center, with a high volume of incoming telephone calls and emails. Equipment required to perform the ASC Scheduler position includes, a direct business office telephone line, two computers, and as needed a headphone set.

Position type and expected hours of work:
This is a full-time position with core hours Mondays-Fridays, 8:30am –4:30pm. Hours are subject to variation based upon clinic needs.

Physical and mental requirements:
The physical and mental demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Positions requires employee to sit in front of a computer for long hours, typing, repetitive clicking of a mouse. Ability to problem solve, to work under pressure, make quick decisions, as well as work well independently and with a team to reach departmental goals, and the ability to interpret data.

Travel:
No travel required for this position.

Other duties:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. In addition to those essential functions identified above, individuals in this position are also responsible for performing other duties or tasks that may be assigned. CEENTA retains the discretion to ad or change the essential job functions of this position at any time without notice. Under the direction of the Business Office Manager, the Surgery Scheduler will perform a variety of clerical tasks including scanning documentation and maintain departmental spreadsheets.

A typical day in the position:
• Upon arrival check CEENTA and Novant Health e-mails/voicemails for scheduling updates
• Retrieve ASC Schedule Coordinator voicemails-follow up as required
• Reply to all scheduling inquiries that have been received via email
• Review cases in work queue 663-ASC Appointment Scheduling
• Schedule all procedures (EYE and ENT) for the SouthPark Surgery Center in date order
• Complete case cancellations for all providers
• Communicate schedule changes to the SPSC staff via e-mail and telephone
• Assist offices with scheduling concerns via telephone
• Follow through with any request for block updates/moving cases to meet the OR’s needs
• Communicate via e-mail request regarding scheduling concerns for tracking purposes
• Review posted cases for accuracy during any potential downtime
• Complete case line up for offices that have specified case orders
• Work closely with IHA staff to assist with case updates
• Communicates any specific equipment needs to the OR
• Manage block template updates for the SouthPark Surgery Center
• Run case reports to assist providers and schedulers with time management
• Assist with preparing suggested case time for providers