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 175,000 employees 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.

This position 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 Key Job Responsibilities

1. 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.
2. 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.
3. Maintains knowledge of fellows’ and physicians’ schedules and special needs, and uses information to avoid scheduling conflicts.
4. Maintains familiarity with referring physicians and their staff and uses the information to provide superior customer service to patients and physicians.
5. Understands conflict scheduling, and takes the necessary steps to avoid errors.
6. Provides accurate scheduling information for both internal and external customers.
7. Understands and follows OR Blocks for the physician or services, block time schedules.
8. Verifies demographic information is correct in the Hospital Information System.
9. Schedules Preadmission Testing appointments.
10. Print surgery schedules, MD Scheduling and Activity reports as well as other forms as needed.
11. Verify all cases day before surgery.
12. Enter Anesthesia and Nursing assignments into the scheduling program.
13. Notify team leaders of special equipment and requests and Call Sales Reps when needed.
14. Verify and approve Vendor visits trough the Vendor Credentialing System.
15. Contacts perfusionist, cellsaver, Neuro monitoring, Endo, KTP Laser, Omniguide Laser, etc.
16. Schedules Intra-Op Tee, EMG, SSEP, Cord Monitoring etc with departments involved.
17. Orders special drugs. Tobra beads, Chemo, Mitomycin, etc.
18. Order office supplies - Keep supplies stocked
19. Serve as liaison for physicians between patients, clinics and private offices.
20. Monitor Physician suspensions for delinquent medical records and notify residents of suspensions for un-dictated OP notes.
21. Verify all surgeon privileges through med staff and communicates with the medical staff office.
22. 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.
23. Personally collaborates with surgeons to solve problems, resolve conflicts and ensures the highest quality of patient care.
24. Assist the Anesthesia department lead with the OR schedule and any other related issues.

Performs other duties as assigned by authorized personnel or as requested to meet the needs of facility as well as internal and external customers and cross-trains to perform other appropriate clerical tasks

Required Education and Experience 

High School Diploma (or GED equivalent) and graduation from an accredited Medical Assistant program. May require specialized training such as Non-Certified Radiologic Technician (NCT).

Required Licensure and Certifications

• Current/valid Certified Medical Assistant (CMA) certification required or Registered Medical Assistant (RMA) required if applicable. 
• BLS – CPR certification required within 5 days