Surgical Svcs Scheduling Spec - Baystate Health
Springfield, MA
About the Job
Summary :
Under the direction of the Manager or Director of Surgical Services, the Scheduling Specialist is responsible for the service line schedule. This includes booking cases on a daily basis, and facilitating cases onto the schedule within 48 hours of the day of the procedure. Also assists with building and maintaining the schedule or block schedule as needed. Collaborates with multidisciplinary members with other services including; Access Services Department, Surgical and Endoscopy Scheduling and Registration. Completes accurate billing procedures. Has excellent working knowledge of SMS and SurgiNet Data Entry screens. Accurately and efficiently enters patient surgical charge data. Accurately batch, record, and mail supply charge tickets.
Requires strong computer skills and knowledge of the Windows environment, scheduling systems, patient access systems, and networks. Computer proficiency is inclusive of the ability to access, enter, and interpret computerized data/information required.
Excellent interpersonal skills and communication skills that support interacting with multiple healthcare team members are required. Requires the ability to multitask and manage complex processes. Assumes additional responsibilities as necessary to support surgical services scheduling processes.
Job Responsibilities:
1) Oversees the daily, online functions of the Surgical and Endoscopy Scheduling Systems. Monitors and utilizes the computer systems supporting Surgical Services. Responsible for the production and disbursement of the daily endoscopy and surgical schedules for the entire institution.
2) Manages, monitors, and troubleshoots the daily input to the service line schedule. Records and reports data to the Daily Management Board (DMB). Runs reports from all computer systems to assist in monitoring the schedule. Anticipates and troubleshoots potential problems to take corrective actions. Prepares and collects activity reports on volume and utilization, performs daily quality data reviews, and makes appropriate corrective actions using appropriate computer systems. Assists in the reconciliation of the surgical schedule, and management of the surgical scheduling systems to include, but not limited to, block schedule rules and other utilities.
3) Builds and maintains the service line block schedule. Coordinates with Access, Registration, and the office practices on schedule blocks and schedules.
4) Performs accurate billing procedures. Has excellent working knowledge of SMS and SurgiNet Data Entry screens. Accurately and efficiently enters patient charge data. Accurately batch, record, and mail Surgical and Endoscopy supply charge tickets. Knowledgeable about daily counts of sheets and works with appropriate individuals to obtain missing or incomplete charge data. Efficiently works with Appointment Books within SurgiNet to book an Add-on Case so that post-case data entry can be done. Pushes through all surgical post-case data charges. Understands and is able to carry out "Revenue Translation" within SMS and SurgiNet. Acts in a mentoring capacity to new members of the team, working with them to understand data entry screens, principles of surgical flow, and overall working environment. Works closely with coding and reconciles any CPT code issue to ensure timely billing. Accurately reconciles all financial reports (HBI, Midas, SMS, SurgiNet).
5) Knowledge of computer programs including SurgiNet and SMS. Understands and follows procedures for taking incoming calls at the control desk in the OR from physicians' offices, and collecting necessary data for patient booking. Has a solid understanding of Schedule deadlines and timing of responsibilities between Access Services, MD Offices, and the Surgical Department. Communicate effectively with the physician's office about case times and availability. Works in collaboration with the charge RN to take add-ons to the schedule and communicate relevant information with accuracy. Produces and distributes printed schedules under the direction of the charge RN. Incorporates requested changes to the format in a timely manner. Produces and distributes schedule worksheets in a timely manner for all parts of the surgical department. Works in collaboration with leadership to ensure accurate documentation of surgical reports.
6) Telephone triage, filing, copying of providers and patient information, and answers routine inquiries in accordance with established unit guidelines. Answers the telephone calls within the time frames set by department standards and/or policy. Accurately receives and communicates all verbal and telephone messages in a professional manner as evidenced by no complaints throughout the year. Triage phone calls to appropriate RN/provider. Files chart copies and other records daily as directed by the charge RN/Manager. Maintains duplicates and distributes logs, records, reports, files, and statistics as required. Requests charts, and prints face sheets from other areas as directed by nursing staff, which can involve the use of CIS. Is able to locate patients in CIS and SurgiNet with 100% accuracy. Works with Charge RN to develop and update add-on list and room assignments, recording required information accurately.
7) Serves as a teacher/leader/role model in fostering a collaborative environment for unit responsibility. Works collaboratively and professionally with all staff. Recognizes the importance of teamwork and team objectives ahead of personal ones. Contributes to the time management of the department by being punctual to work and ready to work at the beginning of his/her shifts. Tactfully handles difficult situations with patients, visitors, and co-workers. Demonstrates good rapport and cooperative working relationships with peers, ambulatory practices, physicians, nurses, other BFMC departments including outside medical and/or related personnel. Works cooperatively with team members.
8) Effective customer service skills: Communicates effectively with the Family Waiting Room to make families aware of patient status. Maintains patient privacy and confidentiality at all times according to the established hospital procedures to ensure that the dignity and respect of all patients are maintained. Works courteously and efficiently to handle the requests of Endoscopy staff. Works courteously and efficiently with doctors and other BMC staff who come to nurses' stations for schedules and other patient information. Assists individuals with information or directions whenever required or when individuals appear in need of help. Maintains the patient's/customers sense of self-worth and dignity in difficult situations. Maintains a calm, controlled approach at all times. Consistently projects an image of Baystate’s services and systems in a positive manner.
9) Teamwork: Works collaboratively with professional staff. Works collaboratively with professional staff to assist with clerical functions that would provide efficient patient processing throughout the system as evidenced by department supervisory staff. Recognizes the value and contribution of fellow employees as demonstrated by cooperation and teamwork. Contributes to meeting the fluctuating staffing needs of the department, as evidenced by flexibility in own assignments and work schedule. Recognizes when others are in need of assistance and consistently offers to help when their own workload permits. Recognizes the importance of meeting team objectives ahead of personal ones as evidenced by completion of daily work assignments, accepting constructive criticism when appropriate, and adapting to changing needs and work method. Contributes to the time management of the department by being punctual to work and ready to work at the beginning of his/her shifts.
10) Financial Performance: Accurate billing procedures Has excellent working knowledge of SMS Data Entry screens. Accurately and efficiently enters patient Endoscopy charge data. Accurately batch, record, and mail Endoscopy supply charge tickets. Knowledgeable about daily counts of sheets and works with appropriate individuals to obtain missing or incomplete charge data. Capable of working with Appointment Books within Surginet to book an Add-On Case so that post-case data entry can be done. Understands and is able to carry out “Revenue Translation” within SMS. Acts in a mentoring capacity to new members of the Endo Associate Team, working with them to understand the data entry screens, principles of Endoscopy data flow, and overall working environment. Works closely with coding and reconciles any CPT code issue to ensure timely billing. Accurately reconciles all financial reports (HBI, TCE, OPPS). Knowledgeable in all financial billing computer programs (HBI, SMS).
11) Endoscopy Case Schedule: Knowledge of computer programs including Surginet and G-Gastro.Understands and follows procedures for taking incoming calls from physician offices, and collecting necessary data for patient booking. Has a solid understanding of Schedule deadlines & timing of responsibilities between Access Services, MD Offices, and Endoscopy dept. Communicate effectively with the physician's office about case times. Works in collaboration with the charge RN to take add-ons to the schedule and communicate relevant information with accuracy. Produces and distributes printed schedules according to the preferences of the charge RN. Incorporates requested changes to the format in a timely manner. Produces and distributes schedule worksheets in a timely manner promptly for all parts of the Endoscopy department. Works in collaboration with the GI doctors to ensure accurate documentation of GMED reports. Able to troubleshoot/audit/recover reports. Communicates final schedule of assignments
12) Endoscopy Front Desk: telephone triage, filing, copying Provides information and answers routine inquiries in accordance with established unit guidelines. Answers all telephone calls within the time frames set by Department standards and/or Policy. Accurately receives and communicates all verbal and telephone messages in a professional manner, as evidenced by no complaints throughout the year. Triage phone calls to the appropriate nurse/provider. Files chart copies, writes lab data, and other records daily as directed by supervisor and observed by departmental staff. Maintains, duplicates, and distributes logs, records, reports, files, and statistics as required and observed by supervisor and charge person. Requests charts, and prints face sheets from other areas as directed by medical/nursing staff, which can involve the use of CIS. Is able to locate patients in CIS with 100% accuracy. Works with the Charge Nurse to develop and update the Add-On List, recording required information accurately.
13) Assists in the creation and update of the Policy and Procedure manual for Endoscopy Services to be used as a guideline for all Endoscopy offices and departments. Acts as information resource and liaison to other departments and physician offices regarding Endoscopy Services practices.
14) General Support Duties: Knowledgeable about the Endoscopy daily schedule, understanding the recording of patient flow, and updating the schedule in a timely manner or as requested by the Charge Nurse. Punctuality requirements are met 100% of the time. Opens, sorts, and distributes all incoming mail daily as directed by the supervisor and in a timely fashion, based on unit standards. Maintains an adequate inventory of secretarial supplies weekly and notifies designated personnel when par levels are reached or exceeded.
15) Interpersonal Skills: Tactfully handles difficult situations with patients, visitors, and co co-workers. Works well and cooperatively with supervisors and those in positions of authority. Demonstrates good rapport and cooperative working relationships with peers, Ambulatory practices, physicians, nurses, and other BMC departments including outside medical and/or related personnel. Works cooperatively with team members.
16) Professionalism: Strives to coordinate / /achieve maximum productivity. Assists other employee with departmental duties and special projects to ensure effective use of time. Consistently shows the ability to prioritize work. Strives to adjust personal schedule(staying late) in cases of real departmental needs due to increase in patient registrations or to accommodate other employees paid time off. Performs duties in an independent manner with minimal direct supervision. Offers suggestions or positive changes in policies, procedures and forms. Recognizes and performs duties that are not directly assigned (keeping work areas neat, orderly, and well stocked, etc.) Maintains a neat, clean, and professional appearance in accordance with departmental dress code guidelines.
17) Judgement Identifies the patients/family members of the customer’s needs. Assesses the potential impact on the patient/customer when making a decision.Develops alternatives when the best course of action is not available.
18) Empathy: Acknowledges what the patient and customer have said. Summarizes and demonstrates that he/she has listened to the patient/customer. Empathizes with the patient/customer. Identifies resources. Uses body language such as eye contact, smiling, etc., to demonstrate interest.
Required Work Experience:
1) None
Preferred Work Experience:
1) Surgical Scheduling, Medical Terminology
Skills and Competencies:
1) Interpersonal skills, ability to work independently and in a team, analytical skills, self-motivated
2) Team player, commitment, flexibility, problem-solving, communication, service excellence, organizational awareness, learning, personal responsibility, mutitasking, emotional maturity
3) Ability to analyze and priortize information resulting in appropriate recommendations
4) Strong organizational skills with a focus on attention to detail
5) Employee focuses on one type of scheduling (room or staff) at a time, but is cross trained in both
You Belong At Baystate
At Baystate Health we know that treating one another with dignity and equity is what elevates respect for our patients and staff. It makes us not just an organization, but also a community where you belong. It is how we advance the care and enhance the lives of all people.
DIVERSE TEAMS. DIVERSE PATIENTS. DIVERSE LOCATIONS.
Education:
GED or HiSET (Required)
Certifications:
Microsoft Certification - OtherOther
Equal Employment Opportunity Employer
Baystate Health is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, marital status, national origin, ancestry, age, genetic information, disability, or protected veteran status.
Under the direction of the Manager or Director of Surgical Services, the Scheduling Specialist is responsible for the service line schedule. This includes booking cases on a daily basis, and facilitating cases onto the schedule within 48 hours of the day of the procedure. Also assists with building and maintaining the schedule or block schedule as needed. Collaborates with multidisciplinary members with other services including; Access Services Department, Surgical and Endoscopy Scheduling and Registration. Completes accurate billing procedures. Has excellent working knowledge of SMS and SurgiNet Data Entry screens. Accurately and efficiently enters patient surgical charge data. Accurately batch, record, and mail supply charge tickets.
Requires strong computer skills and knowledge of the Windows environment, scheduling systems, patient access systems, and networks. Computer proficiency is inclusive of the ability to access, enter, and interpret computerized data/information required.
Excellent interpersonal skills and communication skills that support interacting with multiple healthcare team members are required. Requires the ability to multitask and manage complex processes. Assumes additional responsibilities as necessary to support surgical services scheduling processes.
Job Responsibilities:
1) Oversees the daily, online functions of the Surgical and Endoscopy Scheduling Systems. Monitors and utilizes the computer systems supporting Surgical Services. Responsible for the production and disbursement of the daily endoscopy and surgical schedules for the entire institution.
2) Manages, monitors, and troubleshoots the daily input to the service line schedule. Records and reports data to the Daily Management Board (DMB). Runs reports from all computer systems to assist in monitoring the schedule. Anticipates and troubleshoots potential problems to take corrective actions. Prepares and collects activity reports on volume and utilization, performs daily quality data reviews, and makes appropriate corrective actions using appropriate computer systems. Assists in the reconciliation of the surgical schedule, and management of the surgical scheduling systems to include, but not limited to, block schedule rules and other utilities.
3) Builds and maintains the service line block schedule. Coordinates with Access, Registration, and the office practices on schedule blocks and schedules.
4) Performs accurate billing procedures. Has excellent working knowledge of SMS and SurgiNet Data Entry screens. Accurately and efficiently enters patient charge data. Accurately batch, record, and mail Surgical and Endoscopy supply charge tickets. Knowledgeable about daily counts of sheets and works with appropriate individuals to obtain missing or incomplete charge data. Efficiently works with Appointment Books within SurgiNet to book an Add-on Case so that post-case data entry can be done. Pushes through all surgical post-case data charges. Understands and is able to carry out "Revenue Translation" within SMS and SurgiNet. Acts in a mentoring capacity to new members of the team, working with them to understand data entry screens, principles of surgical flow, and overall working environment. Works closely with coding and reconciles any CPT code issue to ensure timely billing. Accurately reconciles all financial reports (HBI, Midas, SMS, SurgiNet).
5) Knowledge of computer programs including SurgiNet and SMS. Understands and follows procedures for taking incoming calls at the control desk in the OR from physicians' offices, and collecting necessary data for patient booking. Has a solid understanding of Schedule deadlines and timing of responsibilities between Access Services, MD Offices, and the Surgical Department. Communicate effectively with the physician's office about case times and availability. Works in collaboration with the charge RN to take add-ons to the schedule and communicate relevant information with accuracy. Produces and distributes printed schedules under the direction of the charge RN. Incorporates requested changes to the format in a timely manner. Produces and distributes schedule worksheets in a timely manner for all parts of the surgical department. Works in collaboration with leadership to ensure accurate documentation of surgical reports.
6) Telephone triage, filing, copying of providers and patient information, and answers routine inquiries in accordance with established unit guidelines. Answers the telephone calls within the time frames set by department standards and/or policy. Accurately receives and communicates all verbal and telephone messages in a professional manner as evidenced by no complaints throughout the year. Triage phone calls to appropriate RN/provider. Files chart copies and other records daily as directed by the charge RN/Manager. Maintains duplicates and distributes logs, records, reports, files, and statistics as required. Requests charts, and prints face sheets from other areas as directed by nursing staff, which can involve the use of CIS. Is able to locate patients in CIS and SurgiNet with 100% accuracy. Works with Charge RN to develop and update add-on list and room assignments, recording required information accurately.
7) Serves as a teacher/leader/role model in fostering a collaborative environment for unit responsibility. Works collaboratively and professionally with all staff. Recognizes the importance of teamwork and team objectives ahead of personal ones. Contributes to the time management of the department by being punctual to work and ready to work at the beginning of his/her shifts. Tactfully handles difficult situations with patients, visitors, and co-workers. Demonstrates good rapport and cooperative working relationships with peers, ambulatory practices, physicians, nurses, other BFMC departments including outside medical and/or related personnel. Works cooperatively with team members.
8) Effective customer service skills: Communicates effectively with the Family Waiting Room to make families aware of patient status. Maintains patient privacy and confidentiality at all times according to the established hospital procedures to ensure that the dignity and respect of all patients are maintained. Works courteously and efficiently to handle the requests of Endoscopy staff. Works courteously and efficiently with doctors and other BMC staff who come to nurses' stations for schedules and other patient information. Assists individuals with information or directions whenever required or when individuals appear in need of help. Maintains the patient's/customers sense of self-worth and dignity in difficult situations. Maintains a calm, controlled approach at all times. Consistently projects an image of Baystate’s services and systems in a positive manner.
9) Teamwork: Works collaboratively with professional staff. Works collaboratively with professional staff to assist with clerical functions that would provide efficient patient processing throughout the system as evidenced by department supervisory staff. Recognizes the value and contribution of fellow employees as demonstrated by cooperation and teamwork. Contributes to meeting the fluctuating staffing needs of the department, as evidenced by flexibility in own assignments and work schedule. Recognizes when others are in need of assistance and consistently offers to help when their own workload permits. Recognizes the importance of meeting team objectives ahead of personal ones as evidenced by completion of daily work assignments, accepting constructive criticism when appropriate, and adapting to changing needs and work method. Contributes to the time management of the department by being punctual to work and ready to work at the beginning of his/her shifts.
10) Financial Performance: Accurate billing procedures Has excellent working knowledge of SMS Data Entry screens. Accurately and efficiently enters patient Endoscopy charge data. Accurately batch, record, and mail Endoscopy supply charge tickets. Knowledgeable about daily counts of sheets and works with appropriate individuals to obtain missing or incomplete charge data. Capable of working with Appointment Books within Surginet to book an Add-On Case so that post-case data entry can be done. Understands and is able to carry out “Revenue Translation” within SMS. Acts in a mentoring capacity to new members of the Endo Associate Team, working with them to understand the data entry screens, principles of Endoscopy data flow, and overall working environment. Works closely with coding and reconciles any CPT code issue to ensure timely billing. Accurately reconciles all financial reports (HBI, TCE, OPPS). Knowledgeable in all financial billing computer programs (HBI, SMS).
11) Endoscopy Case Schedule: Knowledge of computer programs including Surginet and G-Gastro.Understands and follows procedures for taking incoming calls from physician offices, and collecting necessary data for patient booking. Has a solid understanding of Schedule deadlines & timing of responsibilities between Access Services, MD Offices, and Endoscopy dept. Communicate effectively with the physician's office about case times. Works in collaboration with the charge RN to take add-ons to the schedule and communicate relevant information with accuracy. Produces and distributes printed schedules according to the preferences of the charge RN. Incorporates requested changes to the format in a timely manner. Produces and distributes schedule worksheets in a timely manner promptly for all parts of the Endoscopy department. Works in collaboration with the GI doctors to ensure accurate documentation of GMED reports. Able to troubleshoot/audit/recover reports. Communicates final schedule of assignments
12) Endoscopy Front Desk: telephone triage, filing, copying Provides information and answers routine inquiries in accordance with established unit guidelines. Answers all telephone calls within the time frames set by Department standards and/or Policy. Accurately receives and communicates all verbal and telephone messages in a professional manner, as evidenced by no complaints throughout the year. Triage phone calls to the appropriate nurse/provider. Files chart copies, writes lab data, and other records daily as directed by supervisor and observed by departmental staff. Maintains, duplicates, and distributes logs, records, reports, files, and statistics as required and observed by supervisor and charge person. Requests charts, and prints face sheets from other areas as directed by medical/nursing staff, which can involve the use of CIS. Is able to locate patients in CIS with 100% accuracy. Works with the Charge Nurse to develop and update the Add-On List, recording required information accurately.
13) Assists in the creation and update of the Policy and Procedure manual for Endoscopy Services to be used as a guideline for all Endoscopy offices and departments. Acts as information resource and liaison to other departments and physician offices regarding Endoscopy Services practices.
14) General Support Duties: Knowledgeable about the Endoscopy daily schedule, understanding the recording of patient flow, and updating the schedule in a timely manner or as requested by the Charge Nurse. Punctuality requirements are met 100% of the time. Opens, sorts, and distributes all incoming mail daily as directed by the supervisor and in a timely fashion, based on unit standards. Maintains an adequate inventory of secretarial supplies weekly and notifies designated personnel when par levels are reached or exceeded.
15) Interpersonal Skills: Tactfully handles difficult situations with patients, visitors, and co co-workers. Works well and cooperatively with supervisors and those in positions of authority. Demonstrates good rapport and cooperative working relationships with peers, Ambulatory practices, physicians, nurses, and other BMC departments including outside medical and/or related personnel. Works cooperatively with team members.
16) Professionalism: Strives to coordinate / /achieve maximum productivity. Assists other employee with departmental duties and special projects to ensure effective use of time. Consistently shows the ability to prioritize work. Strives to adjust personal schedule(staying late) in cases of real departmental needs due to increase in patient registrations or to accommodate other employees paid time off. Performs duties in an independent manner with minimal direct supervision. Offers suggestions or positive changes in policies, procedures and forms. Recognizes and performs duties that are not directly assigned (keeping work areas neat, orderly, and well stocked, etc.) Maintains a neat, clean, and professional appearance in accordance with departmental dress code guidelines.
17) Judgement Identifies the patients/family members of the customer’s needs. Assesses the potential impact on the patient/customer when making a decision.Develops alternatives when the best course of action is not available.
18) Empathy: Acknowledges what the patient and customer have said. Summarizes and demonstrates that he/she has listened to the patient/customer. Empathizes with the patient/customer. Identifies resources. Uses body language such as eye contact, smiling, etc., to demonstrate interest.
Required Work Experience:
1) None
Preferred Work Experience:
1) Surgical Scheduling, Medical Terminology
Skills and Competencies:
1) Interpersonal skills, ability to work independently and in a team, analytical skills, self-motivated
2) Team player, commitment, flexibility, problem-solving, communication, service excellence, organizational awareness, learning, personal responsibility, mutitasking, emotional maturity
3) Ability to analyze and priortize information resulting in appropriate recommendations
4) Strong organizational skills with a focus on attention to detail
5) Employee focuses on one type of scheduling (room or staff) at a time, but is cross trained in both
You Belong At Baystate
At Baystate Health we know that treating one another with dignity and equity is what elevates respect for our patients and staff. It makes us not just an organization, but also a community where you belong. It is how we advance the care and enhance the lives of all people.
DIVERSE TEAMS. DIVERSE PATIENTS. DIVERSE LOCATIONS.
Education:
GED or HiSET (Required)
Certifications:
Microsoft Certification - OtherOther
Equal Employment Opportunity Employer
Baystate Health is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, marital status, national origin, ancestry, age, genetic information, disability, or protected veteran status.
Source : Baystate Health
