Sr Surgical Scheduling Coordinator
Job ID: BH346735
Category: Administrative Assistant
Job Title: Sr. Surgical Scheduling Coordinator
Job Location: Boston, MA
Hours: 40 hrs/week, 8:00 AM – 4:30 PM or 8:30 AM – 5:00 PM
- 3 years of medical office work experience
- Bachelor’s Degree
- Proficiency in Microsoft Office Applications (Word, Excel, Outlook)
In collaboration with the Vice Chair for Clinical Affairs, the Associate Clinical Director and the Clinical Operations Manager, the Anesthesia Scheduling Coordinator is responsible for producing the daily Anesthesia clinical staff (attending anesthesiologists, CRNAs, fellows, residents, SRNAs) schedule for 43 main operating rooms, 10 procedural locations, 4 off-premise sites and the Center for Preoperative Evaluation (CPE).
This critical and highly visible role is an important resource for Anesthesia clinical staff scheduling for all operating room and procedural locations throughout the hospital and requires the ability to work in a complex, fast-paced, and time-sensitive environment. This position must maintain a highly responsive working relationship with all Anesthesia clinical staff to ensure the effective management of schedules, meetings, and other key issues which contribute to the successful clinical function of the Department.
PRINICPAL DUTIES AND RESPONSIBILITIES:
- Responsible for ensuring the production of an accurate daily schedule for over 250 clinicians (attending anesthesiologists, CRNAs, fellows, residents, SRNAs and external clinical rotators). Triages daily all operating room scheduling and personnel changes with the Associate Clinical Director, Floor Leader and Division Team Leaders. Drawing on a broad understanding of Department structure, staffing policies, and ACGME and SRNA program requirements, ensures adequate and appropriate staffing of the clinical areas served by the Department.
- The coordinator must take into consideration the clinical specialty of providers, scheduled benefit time, special request cases, swaps amongst staff, analysis of evening/late cases, and post-, late-, and on-call assignments. Uses independent judgment to make knowledgeable decisions in organizing resources and resolving conflicts concerning the daily clinical schedule.
- Interacts directly with QGenda and EPIC scheduling systems, entering data accurately to assign Anesthesia resources to the appropriate site, clinical division, and/or location.
- Supervises and trains one full-time Scheduling Office Assistant and three part-time substitutes.
- Manages daily inquiries, schedule requests, approvals, etc. for the constantly fluid clinical schedule.
- Manages and updates schedule to include sick calls, add on’s for premium shifts, shift swaps, room closures, etc.
- Acts as the Department’s primary contact between Patient Access Services, Operating Room Management, and procedural areas across multiple campuses.
- Responsible for maintaining a variety of record-keeping systems for OR scheduling purposes as well as files to document complex and/or sensitive information for use in creating the daily clinical schedule, and ensures this information is communicated to the assigned clinical Anesthesia teams. This includes patient medical information such as special admitting and medical issues, surgeon and patient requests, anesthesia staff recommendations, etc., to help ensure appropriate and timely patient care.
- Works closely with the Residency and Fellowship Program Coordinators to track graduate trainees’ clinical work to ensure compliance with ABA/ACGME compliance.
- Utilizes the call payroll tracking system (e-Incentives) to track incentive call and academic day data for submission to the clinical faculty and clinical fellow payroll systems. Analyzes incentive call reports and ensures incentives are approved in an accurate and timely manner for monthly payroll submission. Serves as the primary resource for incentive call questions/issues.
- Acts as a resource for determining what data is used in OR resource management.
- Provides administrative and organizational support to the Associate Clinical Director, Floor Leaders, and Division Team Leaders.
- Ensures that all patient information is kept private, confidential, and secure. Properly stores all lists, reports, files, and documents.
- Performs special projects and/or other duties as assigned.
- Bachelor's degree preferred.
- Three years of medical office work experience required.
- Excellent interpersonal, oral, and written communication skills.
- Excellent time management and organizational skills.
- Astute attention to detail, commitment to accuracy and integrity of all data, reports, and communications.
- Ability to take initiative, exercise decision-making skills and prioritize workload.
- Ability to manage multiple tasks and reestablish priorities as necessary.
- Ability to work independently and in a team environment, and interact with individuals in various roles including physicians, nurses, administrators and staff.
- Requires good judgment, tact, sensitivity, and the ability to function in a fast-paced and time-sensitive environment.
- Ability to maintain confidentiality regarding patients, medical histories, demographic information, etc.
- Proficiency in Microsoft Office applications (Word, Excel, Outlook) and the willingness and ability to learn new applications as required.
The Planet Group of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.