Job Description

General Notes

UT Health at the Dell Medical School is seeking a Surgery Scheduler.

Purpose

The Surgery Scheduler is responsible for coordinating and scheduling surgical procedures for the hospital and outpatient clinics. This role ensures that all necessary pre-operative documentation and patient information are accurately recorded and communicated to the surgical team. The Surgery Scheduler works closely with surgeons, nurses, anesthesiologists, and administrative staff to optimize the surgical schedule and ensure efficient use of resources. 

Responsibilities

Coordinate Surgical Schedules

• Manages the scheduling of surgical procedures, ensuring optimal use of operating rooms.

• Communicates with surgeons and clinical staff to confirm availability and requirements.

• Updates and maintains the surgical schedule in the hospital's scheduling system.

Pre-Operative Documentation

• Collects and verifies patient information and pre-operative documentation.

• Ensures all necessary consents and medical records are obtained and filed.

• Coordinates with insurance providers for pre-authorization of procedures.

Patient Communication

• Provides patients with pre-operative instructions and information.

• Answers patient inquiries regarding surgical procedures and schedules.

• Coordinates pre-operative appointments and tests as needed.

Resource Management

• Monitors and manages the availability of surgical equipment and supplies.

• Works closely with the supply chain team to ensure timely procurement of necessary items.

• Assists in the preparation of operating rooms for scheduled procedures.

Administrative Support

• Maintains accurate records of surgical procedures and patient interactions.

• Prepares reports and documentation for the surgical team and hospital administration.

• Supports the Surgery Scheduling Manager with administrative tasks as needed.

Marginal or Periodic Functions

Training and Development

• Assists in training new staff on scheduling procedures and systems.

• Participates in continuing education and professional development opportunities.

Quality Improvement

• Engages in quality improvement initiatives to enhance scheduling efficiency and patient care.

• Provides feedback and suggestions for process improvements.

Emergency Scheduling

• Manages last-minute changes to the surgical schedule due to emergencies or cancellations.

• Coordinates with clinical staff to accommodate urgent surgical needs.

Knowledge, Skills, and Abilities

Planning and Organizing

• Skilled: Effectively organizes tasks and resources to achieve goals.

• Examples: Creates detailed schedules, prioritizes tasks, manages time efficiently.

Communication

• Skilled: Clearly conveys information and instructions to patients and staff.

• Examples: Provides clear pre-operative instructions, answers patient questions, communicates changes promptly.

Attention to Detail

• Skilled: Ensures accuracy in documentation and scheduling.

• Examples: Verifies patient information, checks pre-operative documentation, maintains accurate records.

Customer Focus

• Skilled: Understands and meets the needs of patients and clinical staff.

• Examples: Provides excellent patient service, anticipates needs, resolves issues effectively.

Problem Solving

• Skilled: Identifies and resolves scheduling conflicts and issues.

• Examples: Adjusts schedules for emergencies, finds solutions for resource shortages, collaborates with staff to resolve problems.

Required Qualifications

High school diploma or equivalent with least 7 years of experience or Bachelor's degree or equivalent with at least 3 years of experience. Minimum of 2 years of experience in medical scheduling or a related field.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Associate's degree in healthcare administration or a related field. Minimum of 3 years of experience in surgical scheduling within a healthcare setting. Certified Medical Scheduler (CMS) or equivalent certification.

Salary Range

$3,133+ monthly depending on qualifications (based on 32 hour work week)

Working Conditions

• Standard office equipment

• Repetitive use of a keyboard

• May be exposed to such occupational hazards as communicable diseases, blood borne pathogens, ionizing and non-ionizing radiation, hazardous medications and disoriented or combative patients, or others.

Required Materials

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

Important   for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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