OFFICE SPECIALIST - Westchester Medical Center

Job Summary

• The OR Office Specialist / Scheduler under the guidance of the business coordinator or Nurse Manager/designee is responsible for coordinating the scheduling of add-on surgical procedures and entry of data in the information system. The Office Specialist / Scheduler ensures the efficient management of the daily surgery schedule and is responsible for clerical and communication functions in the Operating Room.

Responsibilities

• Preparation, Distribution and updating of surgical schedule.
  • Prints daily schedule and presents working copy to Surgical Service’s Coordinator/ Manager for Anesthesia’s approval. Prints a final copy with requests to Coordinator/ Manager and Anesthesiologist in charge for final approval.
  • Enters and updates daily surgical schedule as necessary reacting to cancellations and changes, communicating this information to Coordinator/Manager, Anesthesia and supporting departments.Identifies potential areas of schedule application/utilization.
• Track cancellations.
  • Notifies surgeon’s office of schedule time and next day’s surgeries, add-ons and patient issues. Acts as a liaison for physician’s offices, answering questions and providing information. Ability to communicate/ anticipates schedule changes to enhance transition process.
  • Communicates to the radiology department requests for x-rays and x-ray technician. Ensures all needed films are the correct study for the correct patients.
  • Assists other departments including central scheduling with schedule.
  • Copies OR schedule and disturbs to appropriate personnel.
  • Refers conflicts and procedural questions to Coordinator/Manger or designee. Anticipates the available resources necessary to resolve any issues.
• Communication Skills
  • Answers telephone in a professional manner and communicates messages to appropriate personnel.Able to identify the need for immediate response, anticipates the need to ask appropriate questions pertaining to the caller’s inquiries.
  • Communicates arrival time of surgeons and assistant(s) and anesthesia to OR staff.
  • Responsible for obtaining and distributing Radiology studies for scheduled surgical cases as well as, communicating requests for additional x-rays and x-ray technicians.
  • Documents all special requests made by the surgeon’s office for in-house and add-on cases and notifies the appropriate staff and all team leaders of those requests.
  • Calls the appropriate people to arrange for special equipment as needed.
  • Initiates phone calls as required.
  • Answers intercom and communicates messages as necessary.
  • Communicates family inquiries to the appropriate nursing staff.
  • Calls SDS for next patient. Notifies pre-op holding nurse of in-house/DOSA patients.
• Clerical Functions
  • Enters, verifies, scans preoperative patient records into the Information System in a timely manner
  • Enters and verifies OR charges.
  • Orders office supplies for area on a regular basis.
  • Maintains complete and accurate telephone messages ensuring accurate routing of messages Recognizes appropriate questions to ask of the caller that exceed expectations.
  • Is responsible for typing documents as necessary by Nurse Manager/designee. Ability to develop appropriate tool.
  • Prepares on-call schedule for the evenings and weekends, notifying appropriate departments.
• Performs other related duties as assigned.

Qualifications/Requirements

• EXPERIENCE
  • Minimum 1 to 2 years previous office and clerical experience preferred as identified in other requirements listed below.
• 
  EDUCATION
  • High school graduate or equivalent preferred.

PI254186570