Job Description

General Purpose of Job:

Provides secretarial/administrative support to assigned function(s). Duties include, but are not limited to: scheduling surgeries, maintaining the OR schedule, communicating with physicians and staff, typing forms/correspondence, preparing departmental documents and reports, assisting individuals in person and over the phone, and maintaining departmental records and files.

Essential Duties:

This job description is intended to cover the minimum essential duties assigned on a regular basis. Caregivers may be asked to perform additional duties as assigned by their leader. Leadership has the right to alter or modify the duties of the position.

• Process surgical boarding forms for completeness and forward information to anesthesia and the OR Manager to determine length of case, staffing and equipment needed, and place patient on schedule.
• Answer questions regarding paperwork involved for compliance with surgical procedures.
• Take reservations for surgeries, invasive and non-invasive procedures and ascertain the smooth flow and progression of scheduled cases.
• Schedule surgeries based on surgeons' schedules and available dates.
• Confer with anesthesia and pre-op RN to derive medical history and previous surgery information from them.
• Collaborate with pre-op and anesthesia to review list of required tests to determine if they are complete and patients are ready for surgeries.
• Collaborate with anesthesia and the OR Nurse Manager or Charge Nurse to adjust daily OR schedule to accommodate acuity, staffing and equipment needs and keep staff and patients up to date with the status of surgeons' schedules and scheduled surgeries.
• Enter daily charges and reconcile surgery account holds due to incomplete charges.
• Schedule surgery appointments and perform follow up and reminder duties.
• Respond to patients' queries regarding surgery times and what to ingest (or not) prior to a surgery and consult with pre-op RN as needed.
• Collaborate with pre-op RN to ascertain that all consent forms are filled out and signed prior to scheduled surgeries.
• Collaborate with pre-op RN to assure that patients and families have instructions about "things to do" before and after surgeries.
• Types letters, correspondence, forms, reports and other documents.
• Assists individuals, in person and over the phone, providing information and assistance; refers requests of an unusual nature to appropriate personnel.
• Compiles and maintains departmental statistics; generates related reports.
• Schedules meetings and special activities, coordinates arrangements for meetings/special activities, and assembles/prepares required materials; attends meetings and records meeting minutes as directed.
• Prepares purchase orders and obtains necessary signatures for processing.
• Orders departmental supplies.
• Schedules and maintains departmental calendar.
• Reviews departmental documents and reports to assure accuracy and completeness of information; contacts others as necessary to confirm data or resolve errors.
• Establishes and maintains departmental records and files.Assists with department policies and procedures.
• Opens, sorts and distributes departmental mail.
• Attends staff meetings and in-service programs.
• Supports and serves as a role model for the mission, vision, values and customer service initiatives.
• Adheres to the organization's policies & procedures, and compliance guidelines.
• Performs other duties as assigned

Job Requirements

General Requirements	* None
Work Experience	* No experience is required. * Previous experience as a surgery scheduler or secretarial/administrative experience--Preferred.
Education	* High school diploma or GED coursework/ training in office management, business or related fields
Specialized Knowledge and Skills	* Knowledge of medical terminology and terms used for surgical cases. * Ability to work with frequent interruptions and to work independently with minimal direction * Working knowledge of office procedures * Knowledge and understanding of functions of assigned department * Written, typing and computer skills necessary for the creation and compilation of various documents, communications and reports * Interpersonal skills necessary to provide courteous and accurate information, on the phone and in person, to surgeons, anesthesia, all levels of staff, patients, families and others * Organizational skills to prioritize work flow and maintain departmental files * Mental ability to work on tasks requiring accuracy and attention to detail, adapt and respond to multiple priorities and demands, and handle information of a confidential nature * Physical ability to properly operate required office equipment * Demonstrates ability to use a keyboard as may be required to perform the essential duties of the job.