Scheduling Clerk

About the role

Job Description: Surgery Scheduling Coordinator Full-Time I First Shift (830-1700) Surgical Services I Lexington, KY Baptist Health Lexington Surgical Services Department encompasses several key areas: the Pre-Op Department, 20 operating rooms with a business office staff responsible for scheduling, a Postoperative Care Unit, an Endoscopy Department with dedicated pre- and post-op areas, and a Sterile Processing Department. Receives and responds to telephone call requests from referring physicians' offices, hospital staff, in an appropriate and professional manner. Performs telephone interviews with Surgeon's staff to secure demographic, diagnostic, procedural and scheduling information. Can view schedule and expeditiously locate available time. Evaluate schedule for room utilization/offers available time slots to surgeons/office staff. Accurately searches EPIC (registration system) to verify if patient already has a record created. This includes searching by name, Date of birth, Social Security number. Avoiding duplication of patient records.is critical to the integrity of the registration system, clinical care and billing. Accurately completes the pre-registration process according to hospital policy and procedures. Selects correct procedure(s) and admission types and enters appropriate time slot ensuring absence of any conflicts. Enters correctly spelled diagnosis and other pertinent information to the appointment detail. Schedule appropriate procedures/surgeries per provider's orders, in EPIC and faxed Scheduling form. Selection of the procedure card that is the closest match to the physician's order. Notify Service Line Manager if the selection for the preference card is not found. Knowledge and awareness of contracted Anesthesia sites for the hospital. Schedule cases in the correct Block, recognize the difference between manual release and auto release blocks. Schedules PAT appointments and confirms scheduled times Schedules Anesthesia Coverage for procedures in other hospital departments. Assist with managing contracted anesthesia lines daily. Confirms patient's insurance provider and obtains appropriate documentation of coverage. Communicate any further request to appropriate parties as needed. Finalizes and confirms appointment date(s) and time(s) with caller. Document MRN and CSN numbers on the scheduling form correctly. Upon request by department Managers, adjust available times for procedures in EPIC. Follows policy for scheduling add-on (non-scheduled) or urgent surgical procedures. Performs other scheduling functions such as updating answers, preps, adhering to scheduled block times, and communication of schedule cancellations as appropriate, and physician privilege look-up. Reviews suspension list for physicians when scheduling appointment and taking appropriate action. Addresses concerns of the surgeon's office staff with department management for timely follow-up. Acts as a liaison between Surgeon's office and the Department of Surgical Services, Pre-Op, PACU, Endoscopy, and Sterile Processing. Assists in the finalization of the next business day's surgery schedule by confirming case/patient information with the surgeon's staff, distributing required copies of the schedule to other departments, checking for resource conflicts Efficiently and accurately enters information into scheduling and EPIC database. Receives and sends faxes appropriately, ensuring confidentiality of patient is not breached. Assists with data entry of operational records to ensure accurate record keeping Maintains surgical database with respect to patient information, surgical procedures, staffing during cases, and other information deemed necessary in the department. Assist with data entry pertaining to chargeable items when deemed necessary in the department.