Job Summary

• The OR Office Specialist / Scheduler under the guidance of the business coordinator or Nurse Manager/designee is responsible for coordinating the scheduling of add-on surgical procedures and entry of data in the information system. The Office Specialist / Scheduler ensures the efficient management of the daily surgery schedule and is responsible for clerical and communication functions in the Operating Room.

• Preparation, Distribution and updating of surgical schedule.
  • Prints daily schedule and presents working copy to Surgical Service's Coordinator/ Manager for Anesthesia's approval. Prints a final copy with requests to Coordinator/ Manager and Anesthesiologist in charge for final approval.
  • Enters and updates daily surgical schedule as necessary reacting to cancellations and changes, communicating this information to Coordinator/Manager, Anesthesia and supporting departments.Identifies potential areas of schedule application/utilization.
• Track cancellations.
  • Notifies surgeon's office of schedule time and next day's surgeries, add-ons and patient issues. Acts as a liaison for physician's offices, answering questions and providing information. Ability to communicate/ anticipates schedule changes to enhance transition process.
  • Communicates to the radiology department requests for x-rays and x-ray technician. Ensures all needed films are the correct study for the correct patients.
  • Assists other departments including central scheduling with schedule.
  • Copies OR schedule and disturbs to appropriate personnel.
  • Refers conflicts and procedural questions to Coordinator/Manger or designee. Anticipates the available resources necessary to resolve any issues.
• Communication Skills
  • Answers telephone in a professional manner and communicates messages to appropriate personnel.Able to identify the need for immediate response, anticipates the need to ask appropriate questions pertaining to the caller's inquiries.
  • Communicates arrival time of surgeons and assistant(s) and anesthesia to OR staff.
  • Responsible for obtaining and distributing Radiology studies for scheduled surgical cases as well as, communicating requests for additional x-rays and x-ray technicians.
  • Documents all special requests made by the surgeon's office for in-house and add-on cases and notifies the appropriate staff and all team leaders of those requests.
  • Calls the appropriate people to arrange for special equipment as needed.
  • Initiates phone calls as required.
  • Answers intercom and communicates messages as necessary.
  • Communicates family inquiries to the appropriate nursing staff.
  • Calls SDS for next patient. Notifies pre-op holding nurse of in-house/DOSA patients.
• Clerical Functions
  • Enters, verifies, scans preoperative patient records into the Information System in a timely manner
  • Enters and verifies OR charges.
  • Orders office supplies for area on a regular basis.
  • Maintains complete and accurate telephone messages ensuring accurate routing of messages Recognizes appropriate questions to ask of the caller that exceed expectations.
  • Is responsible for typing documents as necessary by Nurse Manager/designee. Ability to develop appropriate tool.
  • Prepares on-call schedule for the evenings and weekends, notifying appropriate departments.
• Performs other related duties as assigned.

• EXPERIENCE
  • Minimum 1 to 2 years previous office and clerical experience preferred as identified in other requirements listed below.
• EDUCATION
  • High school graduate or equivalent preferred.

About Us:

MidHudson Regional Hospital

MidHudson Regional Hospital in Poughkeepsie, NY, is home to the mid-Hudson Valley's most advanced healthcare services. This 243-bed facility cares for more than 10,000 inpatients annually while performing an additional 325,000 outpatient procedures each year. MidHudson Regional Hospital operates the area's only Level II trauma center, is home to the Redl Center for Cancer Care and Center for Robotic Surgery, and is a destination hospital for patients with serious illnesses and injuries.