Surgery Scheduler Coordinator

Schedules all patient visits and special procedures for Surgical Services, avoiding conflicts and assuring communication of vital information to required parties. The Surgery Scheduler, as our first line customer service representative, maintains a professional demeanor and appearance that promotes department goals.

Essential Functions

• Schedules all patient surgeries, along with any special procedures ordered for the Main Operating Room, Outpatient Surgery Center as well as Off Site Anesthesia cases.
• In depth knowledge of case duration, including the acuity of the patient as well as the added time for trauma and other possible procedures based on the surgeon performing the case.
• Maintains knowledge of fellows’ and physicians’ schedules and special needs, and uses information to avoid scheduling conflicts.
• Maintains familiarity with referring physicians and their staff and uses the information to provide superior customer service to patients and physicians.
• Understands conflict scheduling, and takes the necessary steps to avoid errors.
• Provides accurate scheduling information for both internal and external customers.
• Understands and follows OR Blocks for the physician or services, block time schedules.
• Verifies demographic information is correct in the Hospital Information System.
• Schedules Preadmission Testing appointments.
• Print surgery schedules, MD Scheduling and Activity reports as well as other forms as needed.
• Verify all cases day before surgery.
• Enter Anesthesia and Nursing assignments into the scheduling program.
• Notify team leaders of special equipment and requests and Call Sales Reps when needed.
• Verify and approve Vendor visits through the Vendor Credentialing System.
• Contacts perfusionist, cellsaver, Neuro monitoring, Endo, KTP Laser, Omniguide Laser, etc.
• Schedules Intra-Op Tee, EMG, SSEP, Cord Monitoring etc with departments involved.
• Orders special drugs. Tobra beads, Chemo, Mitomycin, etc.
• Order office supplies - Keep supplies stocked.
• Serve as liaison for physicians between patients, clinics and private offices.
• Monitor Physician suspensions for delinquent medical records and notify residents of suspensions for un-dictated OP notes.
• Verify all surgeon privileges through med staff and communicate with the medical staff office.
• Validate with Admissions that all surgeries scheduled for the next day are clear of insurance authorization problems that may impact the hospital financially. Notify management if needed.
• Personally collaborates with surgeons to solve problems, resolve conflicts and ensure the highest quality of patient care.
• Assist the Anesthesia department lead with the OR schedule and any other related issues.

The job summary and responsibilities listed above are designed to indicate the general nature of the work performed within this job. They are not designed to contain or be interpreted as a comprehensive inventory of all job responsibilities required of employees assigned to this job. Employees may be required to perform other duties as assigned.

• High School Graduate or High School GED required upon hire. 

• Hospital or outpatient scheduling experience required. 

Welcome to Saint Joseph Hospital, a 433-bed hospital founded in 1877 by the Sisters of Charity of Nazareth as the first hospital in Lexington, Kentucky. Led by Sister Euphrasia Stafford, the mission to provide compassionate care to the underserved is still carried out today. Saint Joseph Hospital holds over two dozen national ranks and recognitions and is recognized as a 2024 Best Place to Work in Kentucky. 

Saint Joseph is part of CommonSpirit Health, a non-profit, Catholic health system dedicated to advancing health for all people. With approximately 175,000 team members and 25,000 physicians and advanced practice clinicians. 

Our commitment to serve the common good is delivered through the dedicated work of thousands of physicians, advanced practice clinicians, nurses, and staff; through clinical excellence delivered across a system of 140 hospitals and more than 2,200 care centers serving 24 states.