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
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
Develops daily schedules, advanced schedules and
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
Tracks and releases OR block time seven calendar days prior to
Prints next day’s preliminary schedule for review and approval
by OR Operations Officer. Formulates final schedule for daily
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
Imports data into the Essentris system.
Maintains staffing lists in S3 and updates as
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
Generates computerized records documenting staff currency on
surgical case types and frequency.
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
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
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
Hepatitis B (3-shot series for immunity)
Measles / Mumps / Rubella (MMR)
Varicella (Chicken Pox)
TB Skin Test with negative results (if positive, proof of
negative chest results within the past 12 months)