Patient Scheduling Clerk (CUPE) - Operating Room - Full Time - Markham Stouffville Hospital

Please Note: If you are a current Oak Valley Health employee, apply to this job via the internal Workday application.

Land acknowledgement:

Oak Valley Health is honoured to provide care on the traditional and treaty territory of the Anishinaabeg, and acknowledge our closest Indigenous communities, the Chippewas of Georgina Island and the Mississaugas of Scugog Island. The land is encompassed within Treaty 13, Treaty 20, and the Williams Treaty.

Today, this area is home to many diverse Indigenous Peoples, and we acknowledge the health disparities and barriers Indigenous Peoples face in accessing care. To support true healing, we are committed to understanding these challenges, learning from Indigenous knowledge, and taking action together to improve safe and equitable health care for current and future generations.
 

Who you are:

• You encompass Oak Valley Health’s core values and live the words of respect, trust, commitment, compassion and courage

• You are a patient and/or client centered individual who performs at an exemplary standard

• You are a team player with excellent communication, critical thinking and prioritization skills

Closing Date: August 21 2026

What We Need:

• Exercises judgment and independence to provide flow support services to the surgical system.

• Special projects and duties as assigned, e.g., participation in the Accreditation process, scheduling system maintenance and upgrades.

• Provides input and expertise in the development, maintenance and use of scheduling systems and software.

• Data Management:  Collects, compiles and distributes statistical information, e.g., stats & volumes, internal surgeon scorecards, surveys and evaluation summaries.

• Utilizes a variety of software applications to produce documents, brochures, posters and system promotional materials.

• Composes or transcribes correspondence.

• Proofreads and edits written communication prepared by self and others.

• Distributes printed and electronic information including monthly surgical utilization reports.

• Handles and maintains confidential information.

• Key user for Meditech scheduling content and document management systems.

• Key User of Novari module

• Develops, organizes and maintains electronic and paper information filing and retrieval systems.

• Maintain contact with surgeon offices to determine efficient utilization of surgical appointments across clinics, (ie. surgical assessment clinic, general internal medicine clinic, surgical suites).

• Confirms all requests for special equipment with the coordinator of MDRD, the inventory control coordinator of the OR, and the FN of the OR to ensure required equipment is available for the surgical procedure.

• Collaborates with the Information Technology Department regarding any initiative affecting the surgical scheduling system to ensure effective and efficient functioning of system.

• Communicates with surgeon offices to ensure accuracy of surgical scheduling including identification of equipment conflicts and options for resolution.

• Communication with patients and their families as required to facilitate flow of surgical patients.

• Collaborates with WTIS and CCO coordinator to ensure surgical patient flow meets the prescribed wait time initiative targets.

• Maintains, monitors, and disseminates physician specific average time scheduling for each procedure.

• Analysis and adjustment of physician specific average time scheduling for each procedure on a quarterly basis.

• Creation and maintenance of electronic scheduling grids for surgical services including but not limited to operating room management, community wide scheduling.

• Communication of surgical assessment clinic resource requirements.

• Creation, allocation, and management of surgical assistant resource scheduling.

• Coordination and monitoring of non-OHIP procedures and communicating quotations to physician offices.

• Accurate data management of surgical patient flow changes and electronically records in scheduling system as well as statistical files.

• Electronic uploading of surgical system schedules to the intranet 48 hours and 24 hours prior to procedures.

• Validation of WTIS and CCO reports prior to external submission to the Ministry of Health and Long Term Care and Cancer Care Ontario.

• Completes root cause analysis for surgical scheduling accuracy and flow as related to Surgical Efficiency Target Program monthly scorecard.

• Orientation and training of surgical scheduling platform (Meditech and Novari) and surgical flow policies and procedures for new physician office staff

• Creation of patient education class schedules and dissemination of the schedules.

• Management and electronic ordering of office supplies

• Miscellaneous duties as required for surgical flow facilitation

Specific Accountabilities:

• Electronically schedule patients for surgical procedures in the OR and OPS and, in conjunction with the approved Request for Admission form and the online booking module.

• Document any changes, additions or cancellations.

• Assist the PCM with the collection, collation and development of statistical reports related to OR and OPS utilization

• Facilitate maintenance of the scheduling module of the online documentation and scheduling system, including:

  • Building of OR and OPS calendar grid to accurately reflect schedule changes

  • Closing surgeon/physician blocks, as per policy

  • Reassigning surgeon/physician blocks, as per policy

  • Review surgeon/physician average case length, as required

• Communicate surgeon/physician special requests to appropriate personnel.

• Distribute Self Pay/ Out of Country requests to PCM or designate, for approval.

• Liaise with surgeon/physician offices regarding any scheduling conflicts

• Complete daily case cart requisitions and deliver to Medical Device Reprocessing Department by 1200H for cases the next day.

What you bring to the role:

• Completion of a program in the medical field from a recognized institution (example: the Medical Office Administration – Health Services diploma)

• A minimum of 3 year of relevant administrative hospital experience, preferably scheduling in the Operating Room

• A minimum of 3 years OR booking experience

• Proven record in ensuring confidentiality, integrity, professionalism and diplomacy at all times

• Proven MS Office proficiency (Word, Excel, and PowerPoint)

• Experience with creation of information to be disseminated both internally and externally

• Experience with coordination of complex scheduling (full cycle of scheduling)

• Previous experience as a resource to both internal and external stakeholders

• A high attention to detail is required

• Demonstrated excellent organizational skills with ability to prioritize tasks and meet deadlines in a fast-paced environment

• Superior communication (verbal and written) skills and the ability to effect strong public relations with staff, physicians, physician offices, patients, and volunteers

• Proven well-developed customer-service focus

• Demonstrated ability to work both independently and collaboratively within a team environment

• Excellent critical thinking skills with the ability to think independently to proactively anticipate the needs of the surgical service

• Must demonstrate high initiative and efficiency

Work Schedule:

 

Monday to Friday 8:00 am - 4 pm, with flexibility to adjust based on departmental needs.

Please note schedules may change due to operational needs.

Compensation:

CUP C03

Range:

$28.13 - $31.65

Who we are:

Oak Valley Health is one of Ontario’s leading community healthcare organizations. Across our two hospital sites (Markham and Uxbridge) a Reactivation Care Centre (RCC), a Community Health Centre (CHC), and Hospital-to-Home programs, we provide high quality, patient-centred care to more than 468,000 patients each year. We offer diagnostic and emergency services, and deliver clinical programs in acute care medicine and surgery, addictions and mental health, and childbirth and children’s services. We are also proud to be part of the Eastern York Region North Durham Ontario Health Team (OHT).

 

Our 542 physicians, 35 midwives, over 3,000 staff and 1,000 volunteers serve patients and families with an Honoured to Care mindset, and are focused on delivering an extraordinary patient experience to the residents of Markham, Whitchurch-Stouffville, Uxbridge and beyond. We are dedicated to providing access to the right care, at the right time, in the right place by the right people and at the right cost.

  

Oak Valley Health Equity, Diversity, Inclusion and Belonging statement 

Oak Valley Health takes pride in serving some of Canada’s most diverse communities. We are committed to fostering an environment of equity and inclusivity where every person can work and receive care safely, openly and honestly. All qualified applicants will receive consideration and we encourage applications from Indigenous peoples, members of LGBTQ2+ communities, members of racialized groups, persons with disabilities, and all others who may contribute to the further diversification of Oak Valley Health. Furthermore, Oak Valley Health is committed to meeting the needs of all individuals in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. Should you require accommodations during the recruitment and selection process, please contact Human Resources.

 

We are honoured to be recognized as one of Forbes Canada's Best Employers for Diversity. We ranked within the top 150 organizations across the country. Learn more about our commitment to EDIB.