Surgery Coordinator

Overview

Western Michigan University Homer Stryker, MD, School of Medicine is hiring a Surgery Scheduler. The Surgery Scheduler is a full-time position that requires organizational skills as well as attention to detail as this position is responsible for scheduling all surgical procedures as well as working with the billing department to assure that all appropriate clinical and insurance coding information is collected for the surgery scheduled. The Surgery Scheduler receives requests to schedule procedures from General Surgery, Orthopedic Surgery, and OB-GYN and schedules the procedure according to established guidelines. The Surgery Scheduler provides accurate information so that all departments may view daily, and maintains open communication with hospital departments and physician offices regarding schedule changes. The Surgery Scheduler must schedule office based and hospital procedures consistent with the patient’s diagnosis and procedure request. This position requires excellent customer service skills with patients, employees, hospital partners, providers, and the public. The Surgery Scheduler must be able to respond to both written and oral correspondence regarding scheduling changes/cancellations in a timely, accurate manner. The surgery scheduler must be organized and able to manage demanding workload with accuracy. The Surgery Scheduler will coordinate not only the procedure but the pre-op requirements as well as schedule the follow up appointments. Excellent communication skills are required.

Responsibilities

• Schedules surgery procedures with hospital partners.
• Works closely with Surgical providers and serves as a main resource.
• Excellent prioritization and attention to detail.
• Establishes relationship with hospital partners surgical team.
• Coordinates scheduling pre admission testing and screen to include lab, diagnostic testing, and cardiac clearance and provides follow up.
• Communicates information to patients and families in a timely manner.
• Maintains physician’s surgical calendar.
• Ability to work in a fast-paced environment with deadlines.
• Schedules post op appointments.
• Ensures all paperwork needed for the surgery is received by the facility.
• Assures appropriate coordination with other hospital departments when special surgical needs occur.
• Enters notes/special instructions needed for scheduling in the electronic medical record.
• Verifies informal consent has been discussed between provider and patient and consent has been signed.
• Provides accurate, detailed information to patients regarding test preparations, time of patients scheduled arrival, and any other directional information needed; takes appropriate action in responding to questions from patients.
• Confirms patient’s insurance provider and either obtains prior authorization or communicates need to prior authorization to appropriate parties as needed.
• Ensures patients have proper medical clearance and pre-surgical testing as needed and coordinates any pre-surgical testing.
• Completes pre-procedure phone calls and confirms appointment times with patients via telephone.
• General knowledge of computer software and practice management data bases is required and knowledge of the epic practice management programs preferred.
• Arranges cases to assure maximum effectiveness of schedule.
• Coordinate with department RN for preop medications- ordering of prescriptions.
• Availability to work occasional overtime on weekends or evenings to complete time sensitive projects.
• Acquires knowledge for new technology and policy/procedure revisions.
• All other duties as assigned.

Qualifications

EDUCATION AND/OR EXPERIENCE:

• High School Diploma or equivalent, required
• Minimum of 3 years’ experience with clinical coordination or patient registration and scheduling in a health care setting, required.
• Progressive experience with Surgical Scheduling is preferred.
• Previous experience in an ambulatory care and or acute care setting, preferred.

OTHER SKILLS AND ABILITIES:

• Knowledge and proficiency in EMR.
• Ability to collect and document data from patients.
• Knowledge and proficiency in waived testing.
• Knowledge and proficiency in administering medications.
• Ability to effectively communicate with others verbally and in writing.
• Ability to meet assigned deadlines.
• Ability to interpret, comprehend, and transmit complicated and detailed instructions accurately.
• Knowledge and proficiency in Outlook.
• Demonstrates the ability to recognize priorities in organization of work flow.
• Able to perform duties independently, with a minimal need for direct supervision.

About Western Michigan University Homer Stryker M.D. School of Medicine (WMed)

We are committed to excellence and health equity through transformative medical education, high-quality, patient- and family-centered care, innovative research, and community partnerships within a welcoming, supportive, and engaging culture. Our vision is health equity for all in Southwest Michigan through innovation in the practice and study of medicine.

The medical school is a collaboration of Western Michigan University and Kalamazoo's two teaching health systems, Ascension Borgess and Bronson Healthcare. The medical school is a private nonprofit corporation supported by private gifts, clinical revenues, research activities, tuition, and endowment income. WMed is the recipient of a $100 million foundational gift and the Empowering Futures Gift, a philanthropic commitment of $300 million to support the mission of the medical school. WMed contributes to the economic vitality of Southwest Michigan through the services we provide, as well as the creation of 1,600 new jobs, with an estimated annual economic impact of $353 million in Kalamazoo and Calhoun counties.

WMed is fully accredited by the Liaison Committee on Medical Education and the Higher Learning Commission. The medical school offers a comprehensive, innovative four-year Doctor of Medicine degree program as well as a Master of Science degree program in Biomedical Sciences. We train physicians in 10 residencies and four fellowships accredited by the Accreditation Council for Graduate Medical Education. To support our educational mission, we have Joint Accreditation for interprofessional continuing education, which incorporates accreditation by the Accreditation Council for Continuing Medical Education.

WMed Health is the clinical practice of the medical school with more than 300 providers offering comprehensive primary care and specialty services in several locations throughout the Kalamazoo and Battle Creek areas. Faculty in the Department of Pathology serve as the Office of the Medical Examiner for counties throughout Michigan and northern Indiana.

The W.E. Upjohn M.D. Campus located in downtown Kalamazoo serves as the primary educational facility with student study and social spaces, team-based learning halls, faculty and administrative offices, a state-of-the-art Simulation Center accredited by the Society for Simulation in Healthcare, basic science research labs, as well as toxicology and forensic pathology labs.

WMed builds upon Kalamazoo’s century-long foundation of drug discovery and medical device development with a strategic investment in clinical, laboratory, community, and educational research. The Center for Immunobiology, Center for Clinical Research, Research Histology Lab, Innovation Center, and Human Research Protection Program contribute to the medical school’s advancement of knowledge through innovation and discovery.

Equal Employment Opportunity Employer in compliance with applicable State and Federal law.