OB/GYN Clinical Surgery Scheduler - Biltmore Campus

JOB SUMMARY:

Performs patient scheduling for the OB/GYN Division’s clinical operations as well as surgery scheduling for the same patient population.  Also may assist designated rural OB and Health Departments that need to refer patients for procedures, and assist the clinical division as needed.

SPECIFIC RESPONSIBILITIES:

Surgery Scheduling

• Answers all incoming calls with a warm greeting, identifying self and department.  Identifies self and facility on all outgoing calls – interacts in a warm and friendly manner with both internal and external customers

• Coordinate surgery scheduling to include scheduling surgeries and non-surgical procedures, coordinating with staff from inpatient and outpatient Labor and Delivery, On Call and main operating rooms, admitting, pediatrician offices, anesthesia, neonatology, and x-ray.  Postpartum visit scheduling at time of surgery scheduling. Coordinate immediate surgery needs. Contact patients by phone or in writing to finalize date of surgery.  Surgery Clearance’s when needed. Make pre-operative appointments.

• Coordinate reimbursement for surgeries to include assigning appropriate diagnosis and procedure codes for surgeries and pre-certifying admissions with private insurance companies and Medicaid.  Ensure all necessary release forms/Consent are completed by patients prior to surgery.

• Keeping track of Surgery Block times and contact Mission to release block times, in a timely manner, when no Physician is assigned to surgery for the day.

• Create and fill out Pre-Operative packets (Surgical Orders & Consents), for all In-Office and In-Patient hospital procedures, order packet materials from Mission, keep packets stocked. Fill out all Surgical Order and Consent packets for all Pre-Operative appointments. After Pre-Operative appointment, scan packets to chart and fax to Mission-SATU.

• Attend weekly Surgery Conference Meetings. Assist physicians with any questions arising regarding upcoming surgeries. Attend monthly meetings with OBGYN Medical Director. Keeping Surgery scheduling on track, working out kinks, addressing all aspects of scheduling.

• Cerner Access for all MAHEC OB-GYN employees. Fill out Cerner packet and courier to Informatics.

• Scan to chart. Sterilization Consents, Surgical Order & Consents.

• Outside office scheduling. (Transylvania, Franklin, Spruce Pine, Burnsville, WNCCHS, and Health Departments). Address incoming faxes (referrals) from other offices in a timely manner.

• Weekly Download of Vulvar Clinic images for indexing to chart.

• Assist the needs of the clinical staff as needed.

KEY COMPETENCIES:

• Communication Skills

Effectively and respectably communicate with other individuals, whether it be a colleague, patient, or patient’s family member and appropriately enumerate information in a manner easily understood by all parties. We do this to foster a culture of understanding between all parties, especially in complex and difficult situations, to ultimately provide the best care possible to our patients and their families.

• Decision Making

Ability to make the most appropriate decision in a given situation and then taking the next steps to ensure appropriate and timely completion. This requires conflict resolution skills, critical thinking skills, confidence in your ability to make the right decision in most situations. This also includes ability to prioritize your workday appropriately to ensure the most important tasks are completed on time.

• HealthCare Knowledge

Having the drive to keep yourself abreast and up to date on the new breakthroughs in your area of expertise and communicating them to the rest of the team, as appropriate.  This also includes keeping up with your licensure and yearly training requirements within your area expertise along with MAHEC’s organizational training. Finally, the ability to apply the depth of knowledge maintained and gained through this process in real life scenarios as appropriate.

• Interpersonal Skills

Showing the ability to meet difficult situations with grace, professionalism, and understanding. Within your area of expertise, showing respect and showing empathy where appropriate with your colleagues, patients, and their family at all times, even when its most difficult to do so. This is done, in part, by effective listening, being your authentic self, showing responsibility and dependability, and being patient with others.

• Organizational Values

Adherence to MAHEC’s founding principles and incorporating them every day. This includes, among others, having integrity and accountability, reverence for other cultures and equitable practices, ability to manage change, and displaying a clear understanding of organizational dynamics. Doing these things creates a culture where people want to do the best for each other and gives personal ownership towards the goal of helping people in their time of need.

• Problem Solving

Having an analytical mind and ability to work autonomously to solve complex problems that may arise. The wherewithal to think logically through a difficult problem and come to an appropriate resolution for a given issue. This helps to drive continuous improvement by thinking through where we can improve in a novel way. Measures success by understanding where we are currently and where we want to go and then applying those new ideas to affect positive change.

SPECIFIED SKILLS

• COMPUTER

• Excellent skills in Microsoft Office including Word, Excel, PowerPoint, and database applications required.

• FOREIGN LANGUAGE

• Spanish speaking skills preferred.

PHYSICAL DEMANDS

• Frequently stands, walks, uses hands to handle or feel, reaches with hands and arms, bends, talks, and listens.

• Sometimes sits, climbs, and stoops or kneels.  Lifts up to 50 pounds maximum with frequent lifting/and or carrying objects up to 25 pounds.

ADDITIONAL INFORMATION:

• Knowledge of medical terminology.

• Ability to provide support to the members of the care team (team work)

• Ability to prioritize workload, exhibit initiative, and multi-task within the department and across the division is required.

• Required to have versatility, flexibility, and willingness to work within constantly changing priorities with enthusiasm and have acute attention to detail.

• Ability to react to frequent changes in duties and volume of work.

• Expected to have strong interpersonal skills and have the ability to understand and follow written/verbal instructions.

• Staff must demonstrate appropriate judgment in handling daily assignments

• Ability to prioritize workload, exhibit initiative, and multi-task within the department and across the division is required.

• Commitment to respectful patient and family centered care.

EDUCATION AND EXPERIENCE

• High School Diploma or equivalent.

• Minimum of one (1) year relevant experience as a business office specialist preferred.

• OB/GYN experience preferred.

REQUIRED LICENSES

• Current CPR Certification required.

• Certified Medical Assistant/Licensed Practical Nurse or Certified Nursing Assistant in an ambulatory setting preferred. 

SCHEDULE:

Regular attendance on-site is an essential function of this position. Typical business hours are Monday – Friday, 8:00 am to 5:00 pm (or flexed to best meet the needs of the clients and/or the Division); 40 hours per workweek; weekend, holiday, or evening coverage is occasionally required. Work hours will need to be flexible in order to respond to special work assignments, or evening activities, as requested by the team leader.

COMPENSATION:

• $22.79/hour, non-exempt, full-time, eligible for MAHEC's Total Rewards package

At MAHEC, we strive to equip all team members with Total Rewards (pay + benefits) to honor their service, support their health, manage their financial security, build their career, and thrive.

MAHEC is a qualifying employer for the Public Service Loan Forgiveness (PSLF) Program. Employees who meet federal requirements may be eligible to have remaining student loan balances forgiven after 10 years of qualifying payments while working full-time at MAHEC.

If you are interested in this role, and you have related experience and qualifications, we encourage you to apply or reach out to [email protected] for support in your job search process. You could be the talent we are seeking for this or other opportunities

All MAHEC employees and learners will be required to receive the Flu vaccine or have an approved exemption.

MAHEC does not provide employment-based US visa sponsorship, now or in the future. All new employees must provide valid, original I-9 documents on their first day of work.

MAHEC Talent Management is located at 121 Hendersonville Road, Asheville, NC 28803. Equal Opportunity Employer.