Surgical Scheduler
Job description
JOB DESCRIPTION
JOB TITLE: Surgery Scheduler
Dept Title:
JOB NUMBER:
EMPLOYER:
SALARY GRADE:
[ ] Thomas Jefferson University
[ ] Exempt
[x ] Jefferson University Physicians
[x] Non-Exempt
[ ] Other
[ ] CHECK HERE IF CARE GIVER
DEPARTMENT: Medicine
DIVISION: Gastroenterology and Hepatology
REPORTS TO (TITLE) Director, Clinical Operations
PRIMARY FUNCTION: The Surgery Scheduler position will provide Check-Out functions AND Procedure Scheduling functions for patients seen in the Division of GI / Hepatology.
ESSENTIAL FUNCTIONS:
(Please list the fundamental job duties of the position approx 3-5)
Check out all patients and schedule all follow-up appointments in the Division of Gastroenterology and Hepatology- Provide thorough instructions for preparation of endoscopy procedures
- Schedule all follow up office visits
- Manage calls for colonoscopy and endoscopy services via automated phone system and ensure that patients are scheduled correctly, at correct place of service.
- Manage provider schedules through constant monitoring of templates, confirmation of appointments (including the confirmation of existing electronic reminder system), manage cancellations and utilize wait list to fill vacancies in schedules.
- Coordinate all recommended ancillary testing, where appropriate.
- Manage divisional bump list and coordinate all scheduling issues with endoscopy staff.
- Be proficient with all colonoscopy and endoscopy prep instructions and be able to explain to patients.
- Interacts with co-workers, visitors, and other staff consistent with the core values of the University.
_________________________________________________________________________
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Frequency: Rarely (<15%) Occasionally (16-45%) Frequently (>46%)
Physical Demands
Weight
Light
Medium
Heavy
1-25 lbs.
26-50 lbs.
50+ lbs.
Lifting
R
[ x
O
[ ]
F
[ ]
R
[ ]
O
[ ]
F
[ ]
R
[ ]
O
[ ]
F
[ ]
Carrying
R
[ x
O
[ ]
F
[ ]
R
[ ]
O
[ ]
F
[ ]
R
[ ]
O
[ ]
F
[ ]
Pushing/Pulling
R
[ x
O
[ ]
F
[ ]
R
[ ]
O
[ ]
F
[ ]
R
[ ]
O
[ ]
F
[ ]
Other, list:
R
[ x
O
[ ]
F
[ ]
R
[ ]
O
[ ]
F
[ ]
R
[ ]
O
[ ]
F
[ ]
Physical Demands:
R
O
F
Physical Demands:
R
O
F
Standing
[ ]
[ x ]
[ ]
Stooping/Kneeling
[ ]
[ x]
[ ]
Sitting
[ ]
[ ]
[x]
Crouching/Crawling
[ x ]
[ ]
[ ]
Walking
[ ]
[x ]
[ ]
Reaching
[ ]
[ x]
[ ]
Talking
[ ]
[ ]
[x ]
Hearing
[ ]
[ ]
[ x ]
Driving
[x ]
[ ]
[ ]
Seeing
[ ]
[ ]
[x ]
Balancing/Climbing
[ x]
[ ]
[ ]
Turning/Twisting/Leaning
[ ]
[ x]
[ ]
Other, list:
[ ]
[ ]
[ ]
Other, list:
[ ]
[ ]
[ ]
Mental Demands:
R
O
F
Working Conditions:
NA
R
O
F
Problem-solving
[ ]
[ ]
[ x
Indoor
[ ]
[ ]
[ ]
[x]
Decision-making
[ ]
[ ]
[x]
Outdoor
[x ]
[ ]
[ ]
[ ]
Supervise
[x]
[
High temperatures
[ x ]
[
[ ]
[ ]
Interpret data
[ ]
[ ]
[x]
Cold temperatures
x
[ ]
[ ]
[ ]
Organize
[ ]
[ ]
[x]
Loud noise
x
[ ]
[ ]
[ ]
Write
[ ]
[ ]
[x]
Fumes
[ x ]
[ ]
[ ]
[ ]
Plan
[ ]
[ ]
[x]
Confined Areas
[ x ]
[ ]
[ ]
[ ]
Other, list:
[ ]
[ ]
[ ]
Other, list:
[ ]
[ ]
[ ]
[ ]
Equipment Use:
NA
R
O
F
Equipment Use:
R
O
F
Telephone
[ ]
[ ]
[ ]
[ x]
Other, list:
[ ]
[ ]
[ ]
Computer Level:
[ ]
[ ]
[ ]
[ x]
Other, list:
[ ]
[ ]
[ ]
Copier
[ ]
[ ]
[ ]
[x]
Other, list:
[ ]
[ ]
[ ]
Fax
[ ]
[ ]
[ ]
[x]
Other, list:
[ ]
[ ]
[ ]
Computer Levels: Beginner, Intermediate, Advanced
_________________________________________________________________________
Bloodborne Pathogen Exposure Classification: (Select one)
[ ] A All or almost all employees have exposure to blood & body fluids, tissues, or diagnostic/therapeutic materials of human origin.
[ ] B Some employees have exposure to blood & body fluids, tissues, or diagnostic/therapeutic materials of human origin.
[ ] C No employees have exposure to blood & body fluids, tissues, or diagnostic/therapeutic materials of human origin.
_________________________________________________________________________
OTHER FUNCTIONS AND COMPETENCIES in addition to Essential Functions:
(List Functions here.):
Cross cover other Patient Registrar III positions during vacation, sick days and lunchtime.- Schedule patients for procedures requested by our physicians.
- Once a patient is scheduled for a procedure, the Surgery Scheduler will:
- Provide patients with clear instructions.
- Ancillary tests are scheduled for patients as directed by the individual physician. The Surgery Scheduler will call and arrange tests at Jefferson, providing the patient with the appropriate request form, prep instructions and directions to the test location.
- Request patient records as needed from other physician offices.
- Send test results as requested to other physician offices.
- Other duties as assigned.
CORE VALUES
At Jefferson, certain values shape and influence all of our decisions and actions. These core values are:
1. Commitment to Excellence
Seeks help to improve performance; takes an active interest in learning all aspects of job; learns from mistakes; accepts responsibility for own continuous learning and uses organizational opportunities to learn. Sets goals to enhance skills.
2. Innovation/Problem Solving/Analytical Skills
Identifies problems, secures relevant data to identify possible causes; generates innovative alternative courses of action considering possible consequences; reaches conclusions and solutions based on thorough analysis and reasoning; offers suggestions without waiting to be asked; shows an energetic and positive approach to work.
3. Integrity/Organizational Responsibility
Complies with Confidentiality Policy and Code of Conduct. Acts in an ethical, honest and appropriate manner within the workplace. Operates within policies and procedures. Displays proper identification. Utilizes facility resources in a cost-effective manner.
4. Respect/Customer Service
Gives customers full attention and treats them with dignity, respect and understanding; listens to and responds with empathy to customer concerns; shows a caring attitude; acts with consideration for the needs of students, patients, volunteers, visitors and coworkers; represents Jefferson in a positive way; anticipates and responds to others’ needs promptly and courteously.
5. Teamwork/Communication
Works effectively with others toward common unit goals; establishes and sustains a positive impact on people; actively contributes to morale and teamwork; stays informed and supports changes and initiatives; communicates between and within departments; keeps coworkers informed.
6. Job Productivity/Dependability
Demonstrates ability to set goals, assign priorities, anticipate problems, establish limits, and achieve results. Completes multiple tasks with timeliness. Schedules and uses time efficiently. Achieves quality results. Demonstrates reliability in meeting deadlines and completing responsibilities. Accepts accountability for own performance.
7. Management Support
Keeps supervisor well informed of status of assignments; responds to requests and leadership of supervisor; helps supervisor gain support for unit goals and plans; adjusts behavior, style or schedule as situations change; performs work assignments with minimum need for supervision and guidance.
8. Safety
Knows policies and procedures applicable to assigned duties. Uses sound judgement and is aware of potential hazards before taking action. Promptly reports errors/events or situations of actual or potential harm. Understands emergency procedures and can demonstrate appropriate response.
Population Specific Patient Care Responsibilities [ ] Yes [] No
Check Yes, if this job requires providing services to various populations in a manner that demonstrates an understanding of the medical requirements of the individual’s population.
DECISION MAKING AUTHORITY:
Check the item below which best describes the job and give example(s) in Core Functions section (above) :
[] Authority to act is within the limits of clearly established policies, procedures, or instructions of work unit.
[] Authority is given to make limited interpretation of section or department policies, procedures, or instructions.
[] Signatory authority is given to deviate from departmental policies, procedures, or instructions.
[] Signatory authority is given to change or institute any new departmental policies or procedures.
[] Signatory authority is given to deviate from, change, or institute corporate policy.
SUPERVISORY RESPONSIBILITIES:
Check the box(s) below that are supervisory responsibilities of this position, if applicable:
[] Instructing []Hiring/Terminating [] Assigning Work [ ] Not Applicable
[] Reviewing Work [] Disciplining [] Assessing Performance
____________________________________________________________________
DEGREE OF SUPERVISION RECEIVED:
[ ] Close [ x] General [] Minimal
_________________________________________________________________________
POSITIONS, SUPERVISED OR DIRECTED (TITLES AND APPROXIMATE NUMBERS):
_________________________________________________________________________
INTERNAL/EXTERNAL CONTACTS: Individual will work closely with staff and faculty members of the GI / Hepatology Division, patients, referring physicians offices and the Endoscopy nurses and staff.
External contacts include Jefferson’s Business Office, Outpatient Registration, Jefferson Radiology and labs and insurance companies.
_________________________________________________________________________
EDUCATIONAL REQUIREMENTS AND REGISTRATION OR CERTIFICATION
High school diploma or GED.
_________________________________________________________________________
EXPERIENCE/REQUIREMENTS
One (1) or two (2) years of experience in a medical setting.
Knowledge of general office practice and medical terminology.
Proficiency in computerized scheduling.
Familiarity with office equipment use and maintenance, i.e., fax machine, copier, printer.
Excellent communication and interpersonal skills.
Customer service orientation.
Excellent organizational skills and attention to detail
Ability to problem solve and perform multiple tasks simultaneously.
_________________________________________________________________________
TYPE OF EQUIPMENT USED
Personal computer, fax machine, copy machine,
_________________________________________________________________________
MAIN MATERIALS AND SUPPLIES USED
Office supplies
_________________________________________________________________________
WORKING CONDITIONS
This position requires a full range of body motion, manual and finger dexterity and hand-eye coordination. Normal visual acuity and hearing are required. The work is primarily sedentary and a large amount of time will be spent using a personal computer and telephone. The position will also involve standing, walking and reaching.
_________________________________________________________________________
DESCRIBED BY: DEPARTMENT HEAD: HUMAN RESOURCES:
Tracey Mortimer Shunxian Ding
3/18/10
Original Date 1st Revision 2nd Revision 3rd Revision
3/10
Covid Vaccination is a requirement for employment at Jefferson for employees working at Jefferson’s clinical entities or at the University. If you are not currently vaccinated you will be required to receive the vaccination prior to hire date if you are offered employment, unless you request and receive an approved medical or religious exemption from Jefferson.
Jefferson includes Thomas Jefferson University and Jefferson Health, a dynamic university and health system with broad reach across the Delaware Valley. Jefferson is the second largest employer in Philadelphia and the largest health system in Philadelphia based on total licensed beds.
Through the merger of Thomas Jefferson University and Philadelphia University in 2017, our University includes ten colleges and four schools. We are an NCAA Division II university and an R2 national doctoral university offering undergraduate and graduate-level programs that provide students with a forward-thinking education in architecture, business, design, engineering, fashion and textiles, health, medicine and social science.
Jefferson Health, the clinical arm of Thomas Jefferson University, has grown from a three-hospital academic health center in 2015, to an 18-hospital health system through mergers and combinations that include hospitals at Abington Health, Aria Health, Kennedy Health, Magee Rehabilitation and Einstein Healthcare Network. We have over 50 outpatient and urgent care centers; ten Magnet®-designated hospitals (recognized by the ANCC for nursing excellence); the NCI-designated Sidney Kimmel Cancer Center (one of only 70 in the country and one of only two in the region); and one of the largest faculty-based telehealth networks in the country. In 2021, Jefferson Health became the sole owner of HealthPartners Plan, a not-for-profit health maintenance organization in Southeastern Pennsylvania. We are the first health system regionally to create an aligned payer-provider partnership.
Jefferson’s mission, vision and values create an organization that attracts the best and the brightest students, faculty, staff, and healthcare professionals, as well as the most visionary leaders to drive exceptional results.
- OUR MISSION: We improve lives.
- OUR VISION: Reimagining health, education and discovery to create unparalleled value
- OUR VALUES: Put People First, Be Bold & Think Differently and Do the Right Thing
As an employer, Jefferson maintains a commitment to provide equal access to employment. Jefferson values diversity and encourages applications from women, members of minority groups, LGBTQ individuals, disabled individuals, and veterans.
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