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Responsibilities
Job Summary:
Performs all aspects of patient scheduling activities and provides secretarial support to an assigned department.
PROVIDES SCHEDULING SUPPORT TO ENSURE DEPARTMENT¿S EFFICIENCY.
*Promptly and courteously answers and screens phone calls for the office or department; routes calls as appropriate within established customer service guidelines; accurately records messages and delivers to the appropriate party in a timely manner; checks voicemail frequently.
*Effectively screens and edits confidential correspondence and documents related to patient care and sensitive administrative issues in accordance with established policies and procedures.
*Coordinates with Anesthesiologist Hall Runner information and operating room staff about orders, special requests, and number of operating rooms available and necessary scheduling information.
*Coordinates changes, postponements, cancellations and preferred order of cases with physicians¿ secretaries as well as Surgical Services and Day Surgery Units. Informs Surgical Services of possible conflicts of use of equipment in the Operating Room. Coordinates posting of cases involving multiple services and surgeons.
*Communicates with surgeons and secretaries in regards to scheduling issues.
COORDINATES TO FACILITATE PATIENT CARE PLANNING AND CREATE A POSITIVE EXPERIENCE FOR THE PATIENT.
*Coordinates procedures with other departments in a timely manner; accurately completes documents and forms and clearly communicates directly with surgeons. Also coordinates anesthesiology coverage of inpatient on hospital units.
*Monitors surgeons lineups for next day surgeries and revises as needed.
*Informs OR staff of equipment needs, conflicts and specialties.
ASSEMBLES, PRINTS AND DISTRIBUTES OPERATING ROOM SCHEDULE.
*Uses knowledge of Operating Room setup and availability to produce OR schedule. In advance of setting-up schedule, checks blocks to ensure surgeon in Main OR or Pavilion.
*Produces complete and accurate schedules in final form reflecting correct order of all cases in each operating room. Copies and distributes next day¿s schedule and 48 hour schedule at 1400 according to operative distribution list as approved by the Director of Surgical Services.
*Publishes tentative schedules for five days in advance and posts at Control Desk in Operating Room. Produces a three-day out schedule for Day Surgery Director and Clerk, OR Director and Admitting Department for pre-certification of inpatients.
*Maintains distribution list of OR schedules.
MAINTAINS, PRINTS AND CONTROLS THE PRINTING OF ANESTHESIA TICKETS, (FORM 26) AND OPERATING ROOM RECORD, VERIFIES DIAGNOSIS PRESENT AND CORRECT, VERIFIES CPT CODE AND SURGICAL DESCRIPTION MATCH TO ENSURE PROPER SUPPLIES AVAILABLE AND TIME NEEDED TO CORRECT. CHECKS HISTORICAL TIME AGAINST PROCEDURE.
*Enters data into OR scheduling system, generates Anesthesia Record (Form 26) and files appropriately. Maintains patient confidentiality.
*Edits electronic blue tickets.
MAINTAINS AND ANALYZES BLOCK BOOKING.
*Communicates to departments when surgery blocks returned.
*Releases and reassigns return Surgery Blocks. Builds new blocks periodically and redistributes blocks according to utilization.
*Attends Block Booking Meetings.
*Coordinates with clinic training staff to provide education of PARIS and Block Booking.
MAINTAINS PERIOPERATIVE DATABASES.
*Adds new secretaries in to I-Path and PARIS with correct security access and passwords. Attaches to correct surgeons and deactivates transfers.
*Adds new surgeon into I-Path and PARIS and attaches to Medical Secretary. Deactivates when they leave.
*Adds new CPT codes to the databases and eliminates old codes.
*Monitors and contract IS administrator with following: database log getting full, re-boot server. Bridge between I-Path and PARIS is down, Install Paris on personal computers; cases cancelled in I-Path and PARIS is down; Security information in Weblink not crossing to I-Path, Historical Time questions.
COORDINATES ANESTHESIA ASSESSMENT UNITS (AAU) ACTIVITIES WITH OR.
*Each morning pick up list of missing tickets (patients without AAU appointments, no shows and cancellations), ensure tickets entered on any patient added same day to AAU, inform of changes in location (pavilion or main OR or vice versa), and make corrections on any errors noted or additional information provided by AAU nurse.
*Close of day, ensures AAU record on each patient for next day or same day preop on schedules.
PERFORMS OTHER POSITION APPROPRIATE DUTIES AS REQUIRED IN A COMPETENT, PROFESSIONAL AND COURTEOUS MANNER.
Clinic Surgery/Round Rock Radiology/Round Rock Respiratory
COORDINATES CUSTOMER NEEDS TO FACILITATE PATIENT CARE PLANNING ACTIVITIES AND CREATE A POSITIVE EXPERIENCE FOR THE PATIENT AS WELL AS INTERNAL CUSTOMERS.
*Greets internal and external customers and ascertains their needs in a professional and courteous manner.
*Instructs patients of tests and procedures, appointments, check-in locations and other general information in a professional and courteous manner and in accordance with policies and procedures.
*Coordinates hospital admissions and communicates with patient as appropriate.
COORDINATION OF SURGICAL CARE FOR PATIENTS AND PHYSICIANS.
*Promptly answers and responds to phone calls, as appropriate within established customer service guidelines.
*Ensures availability and completeness of physician orders.
*Coordinates, with physician, the completion of surgical charge documents for effective billing of services.
*Using physician orders, promptly and accurately facilitates ancillary results to medical records or routes for appropriate follow-through.
*Accurately coordinates surgery in accordance with computer system protocol, CPT criteria, and regulatory guidelines and ensure completion of billing documentation.
*Promptly obtains and verifies patient insurance information and obtains insurance authorization for surgery or procedure.
COORDINATES PHYSICIAN SURGERY SCHEDULES NAD PROVIDES OVERSIGHT OF CLINICAL SCHEDULES IN ORDER TO MAXIMIZE RESOURCE UTILIZATION OF SENIOR STAFF.
*Accurately and promptly coordinates scheduling, rescheduling and cancellation of physician appointments so as to maximize resource utilization of senior staff for optimum efficiency.
*Maintains physician surgery schedules to maximize utilization of OR blocks.
*Updates physician OR schedule and promptly notifies patients of any changes.
*Coordinates daily template as required to reflect desk location, activity types and administrative comments.
*Ensures appropriate documentation is obtained and scanned so that surgery can proceed as scheduled.
*Creates and promptly communicates sequence of surgical cases and revisions.
*Coordinates with other departments for multi-disciplinary OR cases.
*Interprets physicians¿ orders to correctly order ancillary tests in accordance with current CPT criteria, ensuring that an appropriate ICS code has been attached to the order and reflects the clinical history as indicated by the physician.
REQUIRED SKILLS, KNOWLEDGE AND ABILITY:
*Two years secretarial or related experience in the healthcare field required.
*Knowledge of medical terminology, CPT/ICD9 and basic math skills preferred.
*HAR/Appt knowledge preferred.
*Performs job duties in a manner consistent with organization and departmental safety policies and procedures.
*Completes update on safety through the organization¿s computerized education system on an annual basis; reads, understands and signs the MSDS manual on an annual basis.
Qualifications
Experience: 2+ Years
Degree: H. S. Graduate/GED Equivalent
License/Certificate: Not Applicable
Other Information
Department: Mammography
Responsibilities
Job Summary:
Performs all aspects of patient scheduling activities and provides secretarial support to an assigned department.
PROVIDES SCHEDULING SUPPORT TO ENSURE DEPARTMENT¿S EFFICIENCY.
*Promptly and courteously answers and screens phone calls for the office or department; routes calls as appropriate within established customer service guidelines; accurately records messages and delivers to the appropriate party in a timely manner; checks voicemail frequently.
*Effectively screens and edits confidential correspondence and documents related to patient care and sensitive administrative issues in accordance with established policies and procedures.
*Coordinates with Anesthesiologist Hall Runner information and operating room staff about orders, special requests, and number of operating rooms available and necessary scheduling information.
*Coordinates changes, postponements, cancellations and preferred order of cases with physicians¿ secretaries as well as Surgical Services and Day Surgery Units. Informs Surgical Services of possible conflicts of use of equipment in the Operating Room. Coordinates posting of cases involving multiple services and surgeons.
*Communicates with surgeons and secretaries in regards to scheduling issues.
COORDINATES TO FACILITATE PATIENT CARE PLANNING AND CREATE A POSITIVE EXPERIENCE FOR THE PATIENT.
*Coordinates procedures with other departments in a timely manner; accurately completes documents and forms and clearly communicates directly with surgeons. Also coordinates anesthesiology coverage of inpatient on hospital units.
*Monitors surgeons lineups for next day surgeries and revises as needed.
*Informs OR staff of equipment needs, conflicts and specialties.
ASSEMBLES, PRINTS AND DISTRIBUTES OPERATING ROOM SCHEDULE.
*Uses knowledge of Operating Room setup and availability to produce OR schedule. In advance of setting-up schedule, checks blocks to ensure surgeon in Main OR or Pavilion.
*Produces complete and accurate schedules in final form reflecting correct order of all cases in each operating room. Copies and distributes next day¿s schedule and 48 hour schedule at 1400 according to operative distribution list as approved by the Director of Surgical Services.
*Publishes tentative schedules for five days in advance and posts at Control Desk in Operating Room. Produces a three-day out schedule for Day Surgery Director and Clerk, OR Director and Admitting Department for pre-certification of inpatients.
*Maintains distribution list of OR schedules.
MAINTAINS, PRINTS AND CONTROLS THE PRINTING OF ANESTHESIA TICKETS, (FORM 26) AND OPERATING ROOM RECORD, VERIFIES DIAGNOSIS PRESENT AND CORRECT, VERIFIES CPT CODE AND SURGICAL DESCRIPTION MATCH TO ENSURE PROPER SUPPLIES AVAILABLE AND TIME NEEDED TO CORRECT. CHECKS HISTORICAL TIME AGAINST PROCEDURE.
*Enters data into OR scheduling system, generates Anesthesia Record (Form 26) and files appropriately. Maintains patient confidentiality.
*Edits electronic blue tickets.
MAINTAINS AND ANALYZES BLOCK BOOKING.
*Communicates to departments when surgery blocks returned.
*Releases and reassigns return Surgery Blocks. Builds new blocks periodically and redistributes blocks according to utilization.
*Attends Block Booking Meetings.
*Coordinates with clinic training staff to provide education of PARIS and Block Booking.
MAINTAINS PERIOPERATIVE DATABASES.
*Adds new secretaries in to I-Path and PARIS with correct security access and passwords. Attaches to correct surgeons and deactivates transfers.
*Adds new surgeon into I-Path and PARIS and attaches to Medical Secretary. Deactivates when they leave.
*Adds new CPT codes to the databases and eliminates old codes.
*Monitors and contract IS administrator with following: database log getting full, re-boot server. Bridge between I-Path and PARIS is down, Install Paris on personal computers; cases cancelled in I-Path and PARIS is down; Security information in Weblink not crossing to I-Path, Historical Time questions.
COORDINATES ANESTHESIA ASSESSMENT UNITS (AAU) ACTIVITIES WITH OR.
*Each morning pick up list of missing tickets (patients without AAU appointments, no shows and cancellations), ensure tickets entered on any patient added same day to AAU, inform of changes in location (pavilion or main OR or vice versa), and make corrections on any errors noted or additional information provided by AAU nurse.
*Close of day, ensures AAU record on each patient for next day or same day preop on schedules.
PERFORMS OTHER POSITION APPROPRIATE DUTIES AS REQUIRED IN A COMPETENT, PROFESSIONAL AND COURTEOUS MANNER.
Clinic Surgery/Round Rock Radiology/Round Rock Respiratory
COORDINATES CUSTOMER NEEDS TO FACILITATE PATIENT CARE PLANNING ACTIVITIES AND CREATE A POSITIVE EXPERIENCE FOR THE PATIENT AS WELL AS INTERNAL CUSTOMERS.
*Greets internal and external customers and ascertains their needs in a professional and courteous manner.
*Instructs patients of tests and procedures, appointments, check-in locations and other general information in a professional and courteous manner and in accordance with policies and procedures.
*Coordinates hospital admissions and communicates with patient as appropriate.
COORDINATION OF SURGICAL CARE FOR PATIENTS AND PHYSICIANS.
*Promptly answers and responds to phone calls, as appropriate within established customer service guidelines.
*Ensures availability and completeness of physician orders.
*Coordinates, with physician, the completion of surgical charge documents for effective billing of services.
*Using physician orders, promptly and accurately facilitates ancillary results to medical records or routes for appropriate follow-through.
*Accurately coordinates surgery in accordance with computer system protocol, CPT criteria, and regulatory guidelines and ensure completion of billing documentation.
*Promptly obtains and verifies patient insurance information and obtains insurance authorization for surgery or procedure.
COORDINATES PHYSICIAN SURGERY SCHEDULES NAD PROVIDES OVERSIGHT OF CLINICAL SCHEDULES IN ORDER TO MAXIMIZE RESOURCE UTILIZATION OF SENIOR STAFF.
*Accurately and promptly coordinates scheduling, rescheduling and cancellation of physician appointments so as to maximize resource utilization of senior staff for optimum efficiency.
*Maintains physician surgery schedules to maximize utilization of OR blocks.
*Updates physician OR schedule and promptly notifies patients of any changes.
*Coordinates daily template as required to reflect desk location, activity types and administrative comments.
*Ensures appropriate documentation is obtained and scanned so that surgery can proceed as scheduled.
*Creates and promptly communicates sequence of surgical cases and revisions.
*Coordinates with other departments for multi-disciplinary OR cases.
*Interprets physicians¿ orders to correctly order ancillary tests in accordance with current CPT criteria, ensuring that an appropriate ICS code has been attached to the order and reflects the clinical history as indicated by the physician.
REQUIRED SKILLS, KNOWLEDGE AND ABILITY:
*Two years secretarial or related experience in the healthcare field required.
*Knowledge of medical terminology, CPT/ICD9 and basic math skills preferred.
*HAR/Appt knowledge preferred.
*Performs job duties in a manner consistent with organization and departmental safety policies and procedures.
*Completes update on safety through the organization¿s computerized education system on an annual basis; reads, understands and signs the MSDS manual on an annual basis.
Qualifications
Experience: 2+ Years
Degree: H. S. Graduate/GED Equivalent
License/Certificate: Not Applicable
Other Information
Department: Mammography
