Welcome to CHI Saint Joseph Medical Group a full service network of primary care services specializing in family internal geriatric and pediatric care serving 88 locations across central and Eastern Kentucky. CHI Saint Joseph Medical Group is dedicated to delivering customized care based on the unique needs of our patients and is recognized as a Best Place to Work in Kentucky for two years in a row (2023-2024). 

CHI Saint Joseph Health is part of CommonSpirit Health a non-profit Catholic health system dedicated to advancing health for all people. With approximately 175000 employees and 25000 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 2200 care centers serving 24 states.

Job Summary / Purpose

This position requires a Certified Medical Assistant (CMA) who will be responsible for scheduling all patient visits and special procedures for Surgical Services. The role involves coordinating schedules efficiently, avoiding conflicts, and ensuring vital communication with all relevant parties. As the first point of contact for patients and providers, the Surgery Scheduler maintains a professional demeanor and appearance that aligns with departmental goals.

Essential Key Job Responsibilities

• Schedule all patient surgeries and special procedures for the Main Operating Room, Outpatient Surgery Center, and Off-Site Anesthesia cases.

• Demonstrate in-depth knowledge of case duration, patient acuity, trauma cases, and additional procedures based on the surgeon’s preferences.

• Maintain up-to-date knowledge of physicians' and fellows' schedules to prevent scheduling conflicts.

• Build and maintain relationships with referring physicians and their staff to provide superior customer service.

• Recognize and address scheduling conflicts, taking proactive steps to prevent errors.

• Provide accurate scheduling information to both internal and external stakeholders.

• Follow OR block time schedules for physicians and services.

• Verify patient demographic information in the Hospital Information System.

• Schedule Preadmission Testing (PAT) appointments.

• Print surgery schedules, MD Scheduling and Activity reports, and other necessary forms.

• Verify all surgical cases the day before surgery.

• Enter Anesthesia and Nursing assignments into the scheduling program.

• Notify team leaders of special equipment needs and coordinate with vendor representatives when required.

• Approve vendor visits through the Vendor Credentialing System.

• Contact perfusionists, cell saver technicians, neuro monitoring, Endo, KTP Laser, Omniguide Laser, and other specialty services as needed.

• Schedule Intra-Op TEE, EMG, SSEP, Cord Monitoring, etc., with the appropriate departments.

• Order special medications and surgical drugs, such as Tobra beads, chemotherapy agents, and Mitomycin.

• Maintain office supply inventory and ensure necessary materials are stocked.

• Act as a liaison between surgeons, patients, clinics, and private offices.

• Monitor physician suspensions for delinquent medical records and inform residents of outstanding operative notes.

• Verify surgeon privileges through the medical staff office.

• Coordinate with Admissions to ensure all scheduled surgeries are cleared of insurance authorization issues, notifying management if necessary.

• Work closely with surgeons to resolve scheduling conflicts and ensure the highest standard of patient care.

• Assist the Anesthesia department lead with OR schedule management and related tasks.

• Perform other duties as assigned to support facility operations and provide assistance to both internal and external customers.

• Cross-train to perform additional clerical tasks as required.

Minimum Qualifications

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