OPERATING ROOM SCHEDULER

Overview
SUMMARY

The Operating Room (OR) Scheduler provides scheduling support for the Defense Health Agency’s (DHA), Medical Support Services (MSS). This position schedules all operative procedures and records information in the Surgical Service System (S3) or by hand as appropriate. The OR Scheduler produces daily schedules, coordinates availability of surgical equipment and supplies, produces reports on OR activity, productivity, room utilization, cancellation activity, delay reports and works with CPT coders to ensure coding accuracy.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential duties and responsibilities include the following. Other duties may be assigned.

Responsible for the integration of CNI Core Competencies into daily functions, including: commitment to integrity, knowledge / quality of work, supporting financial goals of the company, initiative / motivation, cooperation / relationships, problem analysis / discretion, accomplishing goals through organization, positive oral / written communication skills, leadership abilities, commitment to Affirmative Action, reliability / dependability, flexibility and ownership / accountability of actions taken.

Receives surgical requests in S3 or equivalent, validates submitted information, schedules surgeries and completes requests. If additional information is needed, obtains required information to complete request.
Enters data in S3, or other computer scheduling system without errors (i.e., typographical, spelling or missing fields).
Checks for comments regarding special equipment or supplies needed for case. Notifies OR Operations Officer/Service Team Chief if special equipment, machines or grafts are requested.
Makes sure that patient data is correct for the surgery requested. Consults with OR Operations Officer/Service Team Chief for clarification, if needed.
Schedules procedures according to established blocks within the correct time frames per established guidelines.
Monitors the number of rooms open for scheduling relative to staffing constraints and anesthesia coverage for each procedure.
Develops daily schedules, advanced schedules and templates.

Reviews and utilizes S3 case median time for basis of scheduling case times.
Schedules cases according to unit protocols for special needs (e.g., latex sensitivity, special equipment, surgeon’s performance). Notifies OR Operations Officer of conflicts in protocol.
Tracks and releases OR block time seven calendar days prior to OR date.
Prints next day’s preliminary schedule for review and approval by OR Operations Officer. Formulates final schedule for daily publication.

Creates monthly surgical template and publishes six weeks in advance after review/approval from Element Leader.
Reviews all future requests for surgery, maintains an on-going schedule, and creates a patient waiting list. Records creation, data collection, and information validation.
Maintains accurate and complete documentation of schedule-related OR activity which includes tracking and reporting to Element Chief or OR designee.
Responsible for creating reports from the database(s) including, but not limited to utilization rates, barriers, types of services, cost or resource expenditures as defined and requested by the OR Element Leader, Flight Leader, or Squadron Commander.
Imports data into the Essentris system.
Maintains staffing lists in S3 and updates as needed.
Reviews procedural lists and codes and confers with coders to maintain currency. Updates lists on a quarterly basis.
Works with CPT coders to ensure completed surgeries are accurately transcribed into the various Government computer systems.
Generates computerized records documenting staff currency on surgical case types and frequency.

EDUCATION/EXPERIENCE

High school diploma or general education degree (GED) and a minimum of one (1) year prior experience in an operating room environment is required. This includes, but is not limited to, OR scheduling, OR circulating, OR scrub duties, central sterilization duties or pre-operative nursing.


JOB SPECIFIC KNOWLEDGE / SKILLS / ABILITIES


Must have skills as a typist to facilitate accurate data entry

Knowledge in using standard office equipment, such as computers and office automation systems

Proficient in Microsoft Office software such as Word, Excel, Access, PowerPoint, and Project to generate a range of products (i.e., tables of contents, import graphs or databases, create glossaries, print document, identify files or create documents)

Ability to develop working knowledge of S3 and Essentris within thirty calendar days from Government-provided training

Knowledge of surgery sub-specialty sections, medical terminology and procedures common to each service in order to schedule surgeries accurately

Knowledge of policies and procedures for the Operating Room and professional Nursing service

Ability to maintain organizational skills in order to plan and administer daily operational issues of OR scheduling, including block time usage, estimated case times and room time/turnover

General medical ethics, telephone etiquette, and excellent communication and customer service skills


CERTIFICATES, LICENSES, REGISTRATION

Basic Life Support-Provider (BLS)

This position requires having the following immunizations, with accompanying proof copies of such records, prior to an offer of employment. The responsibility of purchasing these immunizations and/or gathering these records is the responsibility of each interested candidate.

Hepatitis B (3-shot series for immunity)

Measles / Mumps / Rubella (MMR)

Varicella (Chicken Pox)

TDap

TB Skin Test with negative results (if positive, proof of negative chest results within the past 12 months)

Influenza

  • Mon