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Beth Israel Lahey Health OR Scheduler in Cambridge, Massachusetts

Job Type: Regular

Time Type: Part time

Work Shift: Day (United States of America)

FLSA Status: Non-Exempt

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives.

A variety of duties are performed to maintain scheduling systems for surgical procedures in the Operating Room, outpatient area, and delivery suites. Diversified clerical and coordinating functions are performed to schedule elective and emergency surgical procedures following established procedures. The computer is utilized for maintaining data that is a source of Operating Room logs and statistics.

Job Description:

Essential Duties & Responsibilities (including but not limited to):

  1. Receives requests from surgeons and/or secretaries for Operating Room time.

  2. Reserves specialty equipment as requested for procedures, checking for availability of such equipment.

  3. Understands and follows policies and procedures of scheduling; e.g., blocked time and length of procedures, including case setup and turnaround time.

  4. Consults with the nurse manager and anesthesiologist to determine the priority of on-call or urgent cases when necessary.

  5. Uses OR information system to maintain the surgical schedule. Inputs data accurately to maintain information that is the source of Operating Room statistics.

  6. Maintains current software applications and implements upgrades as needed.

  7. Checks incoming confirmation sheets against booked cases. Verifies discrepancies by contacting the surgeon or his/her office.

  8. Assigns blood requirement using MSBOS (Maximum Surgical Blood Ordering Schedule).

  9. Assigns time for outpatients to arrive at the hospital. Notifies Day Surgery Center of changes.

  10. Searches hospital information system to complete patient information for all cases. Transfers information to OR information system.

  11. Enters anesthesia and resident assignments into the computer. Updates program with changes as they occur.

  12. Prints out copies of schedules daily. Provides other hospital departments with one-week advance schedules daily.

  13. Communicates effectively with related hospital departments (e.g., Admitting, Radiology, Day Surgery Center) to maintain efficiency in the scheduling process.

  14. Communicates and collaborates with Information Systems, Patient Care Services, and Materials Management regarding integrated software programs.

  15. Develops and maintains a variety of statistical reports as required by the finance and surgery departments under the guidance of the director, nurse manager, and Information Systems. Maintains accuracy of data elements and makes corrections to ensure integrity.

  16. Interfaces with surgeons' office staff to assist with maximum software utilization.

  17. Backs up data from computer to disc for safe storage, keeping separate sides for daily, weekly, and monthly records.

  18. Assists in orienting new personnel to the duties of the scheduling office.

  19. Maintains and updates the training manual for the scheduling function.

  20. Identifies improvement and refinement to systems, and makes recommendations as appropriate.

  21. Sets work priorities in accordance with the needs of the department.

  22. Performs other related duties as required or assigned.

  23. Under the supervision of the unit manager/charge nurse or designee functions as the unit coordinator of the main Operating Room.

  24. Coordinates patient communication through a variety of general reception and clerical duties.

  25. Functions as a liaison between the patient care unit and all support services throughout the hospital.

  26. Exhibits good telephone skills, takes accurate messages, and ensures their delivery to the appropriate destination in a timely and professional manner.

  27. Order clerical supplies for the main Operating Room. Maintain and stock the main Operating Room front desk.

  28. Assures anyone entering the Operating Room has a badge.

Minimum Qualifications:

  1. High school education or equivalent. Additional business courses beyond high school.

  2. Good verbal and written communication skills to work effectively with physicians, nurses, and hospital departments.

  3. Two years of experience in a health care setting is preferred.

  4. Basic knowledge of medical terminology

  5. Two years of working experience on PC systems, with a solid knowledge of multiple software programs.

  6. Good attention to detail, ability to prioritize tasks, and basic math ability

Physical Requirements & Environment:

  1. Normal office environment with limited exposure to patient care environment.

  2. Upper extremity demands include ability to perform data entry with repetitive hand movement, and visual concentration at video display terminal, to review and enter data.

As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) and COVID-19 as a condition of employment. Learn more (https://www.bilh.org/newsroom/bilh-to-require-covid-19-influenza-vaccines-for-all-clinicians-staff-by-oct-31) about this requirement.

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Equal Opportunity Employer/Veterans/Disabled