Operating Room Scheduling Coordinator

1 week ago

Chicago, Illinois, United States Northwestern Memorial Healthcare Full time
Job Overview

Company Overview:
At Northwestern Memorial Healthcare, we prioritize every patient interaction, fostering a positive work environment that distinguishes us as a leader in the healthcare sector. Our commitment to a patient-centric approach empowers our team members to contribute to the advancement of healthcare across various settings within our organization. We offer a comprehensive benefits package, including tuition reimbursement, loan forgiveness, 401(k) matching, and lifecycle benefits, ensuring we support our employees effectively.

Position Summary:

Schedule: The orientation period runs from 8:00 AM to 4:30 PM, with regular hours from Monday to Friday, 8:00 AM to 4:30 PM. This role will also address shift gaps, call-offs, vacations, and absences for all Scheduling Specialists and the Control Desk, with potential weekend and holiday shifts as required by departmental needs.

The Operating Room Scheduling Specialist embodies the mission, vision, and values of Northwestern Memorial Healthcare, adhering to the organization's ethical standards and compliance programs while aligning with all relevant policies and regulations.

Key Responsibilities:

Scheduling Duties:

  • Access and manage protected health information (PHI) in compliance with confidentiality policies and HIPAA regulations.
  • Exhibit advanced knowledge and proficiency in clinical scheduling systems, overseeing the operating room schedules.
  • Identify and resolve scheduling conflicts by monitoring tentative operating room schedules and liaising with relevant departments.
  • Collaborate with medical directors, anesthesia teams, surgeons, and nursing staff to adjust the operating room schedule as necessary.
  • Act as a liaison among various departments to ensure effective communication regarding surgical scheduling and patient needs.
  • Establish and maintain strong working relationships with physicians, nursing staff, and management.
  • Determine the order of surgical procedures based on various factors, including procedure type and operating room availability.
  • Assign operating rooms and equipment efficiently, communicating changes to the appropriate personnel.
  • Participate in daily huddles with management for final schedule approvals.
  • Ensure the accuracy and alignment of the surgery schedule with established guidelines.
  • Cross-train to perform additional duties as needed across surgical pavilions.

Control Desk Responsibilities:

  • Assist the Anesthesia Coordinator and Clinical Coordinator in managing current day surgical patients.
  • Handle high-volume phone inquiries and assist with scheduling same-day and next-day procedures.
  • Communicate effectively with staff, management, and physicians regarding scheduling updates.
  • Respond to urgent scheduling situations following established protocols.
  • Support rescheduling efforts to accommodate emergencies and unforeseen events.
  • Collaborate across departments to maintain operational efficiency.
  • Stay informed about new scheduling processes and operational enhancements.
  • Coordinate patient transport requests and manage operating room assignments.
  • Perform clerical and administrative tasks under supervision.

Patient Registration and Communication:

  • Manage patient check-ins and enter upcoming cases into the tracking system.
  • Ensure all necessary registration forms are completed accurately.
  • Facilitate communication between patients, families, and healthcare staff.
  • Maintain a well-organized waiting area and manage visitor supplies.

Qualifications:

  • Required:
  • High school diploma or equivalent.
  • 3-5 years of relevant experience in surgical scheduling or a related field.
  • Knowledge of medical and scheduling terminology.
  • Basic computer skills.
  • Preferred:
  • College-level education.
  • Experience in a hospital setting and teamwork.
  • Customer service skills.
  • Familiarity with EPIC scheduling systems.
  • Strong organizational abilities and proficiency with office technology.

Northwestern Memorial Healthcare is an equal opportunity employer, committed to diversity and inclusion in the workplace.

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