OR Schedule Coordinator

Performs a variety of secretarial and receptionist duties in order to assist others in department and in the organization, among which are: Types, files, copies and distributes/routes accordingly correspondence, meeting minutes, documents and memos. Prepares logs, spreadsheets, and other related department information which includes entering pertinent information into computer system. Answers telephone, screens calls, relays messages, acts as dispatcher relaying work requests. Sorts and distributes internal and external mail. Provides other clerical support and assists with projects in the department upon request of Manager or Director. Greets scheduled visitors and conducts to appropriate area, acts as an information resource in and outside the department. Coordinates and arranges meetings and prepares agendas. Orders supplies for all cost centers in dept. Monitors fax machine. Performs other duties as assigned. Schedules surgeries appropriately in the HSM system. Checks intra op records for accuracy and enters charges.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Assists Director with assigned administrative duties.
• Confidential documentation, report analysis and meeting agendas.
• Maintains time/attendance records, Time-keeper, processing of department payroll.
• Assists with maintaining current log of employees' licensure, certifications, and mandatory in-services. Tracks and enters statistical and quality data, compiling reports for the Director.
• Completes requisitions and reports as directed by the Director and Manager.
• Orders and maintains office supplies keeping adequate amounts available.
• Establishes and maintains a filing system to ensure easy follow up and retrieval.
• Provides manager with input as to budgetary needs while monitoring the budget.
• Creates reports and records as needed using the appropriate software.
• Trouble shoots software/hardware problems and follows up with appropriate area.
• Takes committee meeting notes and participates in system committee.
• Provides clerical communication to unit.
• Initiates equipment repair, disposal process.
• Assists with environmental rounds, as well as keeping organization and cleanliness of unit.
• Sorts and distributes mail.
• Prepares reports, logs and other related information and provides clerical support as required.
• Responsible for data input and report generation for Employee Health and Workers Compensation. Precepts OR Scheduler staff.
• Serves as a staff resource, including EPIC.
• Special projects and other duties as assigned.
• Processes requests in an accurate and timely manner.
• Answers the telephone and call lights appropriately and provides information or relays messages to patients and staff.
• Directs visitors as needed.
• Works closely with Vendor reps.
• Processes patient charges and orders supplies as needed.
• Participates in department or unit performance improvement activities.
• Maintains daily OR and PACE schedule including retrieving data from physicians and clinics.
• Acts as department buyer/purchasing agent for new and established surgical products/inventory.
• Arranges schedules to meet the needs of patients and physicians often coordinating with other departments and other physician offices.
• Works with the OPS department and Lead RN to coordinate times for patient arrival.
• Takes phone calls from providers, offices and other departments for case and procedural scheduling.
• Lead scheduler for all OR, ENDO and Cardiac Cath Lab procedures.
• Troubleshoots for staff during the on-call period when needed.
• Maintains anesthesia schedule software including approving and denying vacations.
• Works with the locum companies to get coverage when it is needed.
• Works with the anesthesia staff to capture PIP requirements.
• May be asked to assist with evaluations and corrective action as needed.

CULTURE OF EXCELLENCE BEHAVIOR EXPECTATIONS

To perform the job successfully, an individual should demonstrate the following behavior expectations:

Quality - Follows policies and procedures; adapts to and manages changes in the environment; Demonstrates accuracy and thoroughness giving attention to details; Looks for ways to improve and promote quality; Applies feedback to improve performance; Manages time and prioritizes effectively to achieve organizational goals.

Service - Responds promptly to requests for service and assistance; Follows the Mercyhealth Critical Moments of service; Meets commitments; Abides by MH confidentiality and security agreement; Shows respect and sensitivity for cultural differences; and effectively communicates information to partners; Thinks system wide regarding processes and functions.

Partnering - Shows commitment to the Mission of Mercyhealth and Culture of Excellence through all words and actions; Exhibits objectivity and openness to other's views; Demonstrates a high level of participation and engagement in day-to-day work; Gives and welcomes feedback; Generates suggestions for improving work: Embraces teamwork, supports and encourages positive change while giving value to individuals.

Cost - Conserves organization resources; Understands fiscal responsibility; Works within approved budget; Develops and implements cost saving measures; contributes to profits and revenue.

EDUCATION & EXPERIENCE

Unit Clerk or Medical Assistant experience required.

Previous hospital and clerical experience required.

Centralized scheduling experience preferred.

ADDITIONAL REQUIREMENTS

Passing the WI Caregiver Background Check and/or IL Health Care Workers Background Check.

Must be able to follow written/oral instructions.

OTHER SKILLS AND ABILITIES

WORK ENVIRONMENT

The noise level in the work environment is usually moderate.

Occupational Exposure: Category B -Some partners in the specified job classification have occupational exposure.

SPECIAL PHYSICAL DEMANDS

The Special Physical Demands are considered Essential Job Functions of the position with or without reasonable accommodations.

While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand; walk and stoop, kneel, or crouch. The employee must regularly lift and /or move up to 10 pounds. Specific vision abilities required by this job include close vision, peripheral vision and depth perception.

LEVEL OF SUPERVISION

Monitor OR Schedulers for proficiency with new processes and procedures, report all deficiencies to Director.

Mercyhealth offers a generous total rewards package to eligible employees including, but not limited to:

• Comprehensive Benefits Package: Mercyhealth offers a retirement plan with competitive matching contribution, comprehensive medical, dental, and vision insurance options, life and disability coverage, access to flexible spending plans, and a variety of other discounted voluntary benefit options.
• Competitive Compensation: Mercyhealth offers market competitive rates of pay and participates in various shift differential and special pay incentive programs.
• Paid Time Off: Mercyhealth offers a generous paid time off plan, which increases with milestone anniversaries, to allow employees the opportunity for a great work-life balance.
• Career Advancement: Mercyhealth offers a number of educational assistance programs and career ladders to support employees in their educational journey and advancement within Mercyhealth.
• Employee Wellbeing: Mercyhealth has a focus on wellbeing for employees across the organization and offers a number of tools and resources, such as an employer-sponsored health risk assessment and a Wellbeing mobile application, to assist employees on their wellbeing journey.
• Additional Benefits: Mercyhealth employees have access to our internal and external employee assistance programs, employee-only discount packages, paid parental and caregiver leaves, on-demand pay, special payment programs for patient services, and financial education to help with retirement planning.