Scheduling Secretary

Thank you for considering a career at Mercy Health

Scheduled Weekly Hours:

Work Shift:

This position is represented by a collective bargaining agreement.

SUMMARY OF JOB RESPONSIBILITIES:

Functions in the OR as the primary coordinator for the scheduling of all elective surgical procedures and entry of all data in the computer system, including charges.

QUALIFICATIONS:

EDUCATION:

• High school graduate, including courses in English, spelling, bookkeeping and math or high school graduate, supplemented by commercial school courses as indicated required.

EXPERIENCE:

• Previous unit secretary or office manager experience or equivalent required. 
• Medical terminology and use of CliniPac System preferred

KNOWLEDGE AND SKILLS:

Knowledge and skill required to perform the job responsibilities for both technical and dimensional content.

Basic Level Skills

• Follows detailed written and oral instructions.
• Completes specific, routine tasks.
• Requires basic reading, writing, or simple arithmetic skills.
• May operate basic equipment/machinery.

PROBLEM SOLVING/DECISION MAKING:

The degree to which judgment and analysis must be planning, investigating issues, and evaluating alternative solutions to the challenges posed by the job. Deals with the nature of the decisions, the variety of problems, and how decisions are made in context of the typical requirements of the job.

• Work Assignments Procedural in Nature
• Makes decisions by reviewing defined alternatives.
• Receives assistance from standard procedures, coworkers, and/or supervisor(s).

SCOPE OF IMPACT/ACCOUNTABILITY:

The potential impact of actions on results of HM Health Services and the job's accountability for achieving results.

• Contributes to Multiple Work Areas
• Impacts activities in other work areas on a frequent basis.
• Accountability is primarily indirect, but may be shared for activities affecting the work area only.
• May provide information to decision-making processes affecting work area(s).

INTERPERSONAL COMMUNICATION:

The nature and frequency of interpersonal human relations skills required by the job. The extent to which the job requires cooperation and tact in meeting or influencing others by phone, correspondence, or personal contact.

• Conveys Basic Facts
• Coordinates work with others.
• Conveys detailed, routine information.
•  Provides written responses in standard format to others knowledgeable about subject.
•  Requires listening skills to maintain cooperative associations.

PRINCIPAL JOB ACCOUNTABILITIES:

1.    Schedules all elective surgical procedures.

A.    Obtains and enters necessary booking information from person requesting surgical time.

B.    Is aware of instrument and equipment limitations of department.

C.    Allows adequate time for each procedure according to physician's request.

D.    Leaves enough time between cases to allow for room turnover.

E.    Attempts to schedule similar types of cases in the same room to increase efficiency.

F.     Communicates special equipment, instruments, and supply requests to Resource Coordinator.

G.    Communicates requests for x-ray to X-ray Tech and X-ray Department.

H.    Reviews and updates surgery schedule daily, for all surgical procedures.

I.     Refers conflicts to Resource Coordinator or Manager.

J.     Follows established guidelines for scheduling the number of rooms on a given day.

2.     Prepares and distributes surgery schedule.

A.    Prepares tentative surgical schedule for one week ahead (at least).

B.    Verifies all patient's names, procedures, surgeons, and times with Registration/Admitting.

C.    Obtains all missing patient information from physician's offices, as well as, equipment needs,

special requests, and positioning.

D.   Attempts to minimize downtime of rooms between cases.

E.   Prepares final version of schedule for following date.

F.    Distributes schedule to appropriate departments.

G.   Communicates any changes affecting the next day's schedule to Resource Coordinator and

Anesthesia Department.

Maintains patient records from previous day.

A.    Ensures all records are accounted for.

B.   Sorts and stores records in proper order by date, by room and by time.

C.   Maintains surgical log book for AOA.

D.   Compiles census statistics and distributes reports to Manager.

Operates Computer Terminal

A.   Starts computer.

B.   Corrects and completes all data from previous day.

C.   Enters emergency procedures and deletes cancellations.

D.   Copies and archives information to back up discs.

E.   Enters block time 3 months (at least) in advance.

F.    Keep telephone roster (Rolodex) updated.

G.   Deletes unused block time one week in advance for physician vacation, etc.

H.   Enters patient's charges into computer system.

Performance of Other Duties as assigned.

A.    Answers telephones and communicates messages to appropriate people.

B.    Keep privilege book, surgeon profile updated.

Department Responsibilities

A.    Adheres to department dress code policy.

Wears appropriate uniform.

Presents well groomed appearance

B.    Demonstrates safe habits in the work place.

Good body mechanics.

Ergonomics with computer.

Reports unsafe conditions promptly.

Cooperates with safety inspection, fire and disaster drills.

C.    Is consistently punctual and shows a responsible and dependable pattern of attendance.

Arrives for work promptly, returns from breaks and lunch promptly.

Endeavors to remain healthy and uses sick leave appropriately.

Remains in appropriate areas for duration of shift.

Reports lunch and break times to Resource Coordinator.

Mercy Health is an equal opportunity employer.

As a Mercy Health associate, you're part of a Mission that matters. We support your well-being – personally and professionally. Our benefits are built to grow with you and meet your unique needs, every step of the way.

What we offer

• Competitive pay, incentives, referral bonuses and 403(b) with employer contributions (when eligible)
• Medical, dental, vision, prescription coverage, HSA/FSA options, life insurances, mental health resources and discounts
• Paid time off, parental and FMLA leave, shot- and long-term disability, backup care for children and elders
• Tuition assistance, professional development and continuing education support

Benefits may vary based on employment status.

Worker Sub-Type:

Department:

It is our policy to abide by all Federal and State laws, as well as, the requirements of 41 CFR a), a) and a). Accordingly, all applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, sexual orientation, gender identity, age, genetic information, or protected veteran status, and will not be discriminated against on the basis of disability. If you'd like to view a copy of the affirmative action plan or policy statement for Mercy Health– Youngstown, Ohio or Bon Secours – Franklin, Virginia; Petersburg, Virginia; and Emporia, Virginia, which are Affirmative Action and Equal Opportunity Employer, please email If you are an individual with a disability and would like to request a reasonable accommodation as part of the employment selection process, please contact The Talent Acquisition Team