Job Abstract

White Plains Hospital Job Description

Title: Procedural Services Scheduling Manager Job Code: 100655

Department/Location: Perioperative. Service. Admin FLSA Status: Exempt

220.6405/Offsite Location

Reports to: Assistant Director of Nursing

Position Summary

The Procedural Services Scheduling Manager coordinates the activities related to scheduling and billing within procedural areas. This position is responsible for overseeing/posting charges for all supplies and implants used. It ensures the accuracy of all billable supplies are captured and submitted in accordance with departmental policies.

Essential Functions and Responsibilities Include the Following:

1. The position manages and oversees the procedural schedulers, ensuring they post into assigned blocks appropriately.
2. Oversees the scheduling system for all WPH sites.
3. Ensures appropriate preference cards/mnemonics are selected based on posted cases.
4. Review the daily schedule at each procedural area Daily Huddle and make any required adjustments. Ensures final schedules are submitted and finalized promptly.
5. Reviews and assesses case posting times for accuracy and coordinates/manages room utilization to optimize efficiency.
6. Works closely with department leadership and anesthesia medical director to manage the schedule for day-to-day operations.
7. Collaborates with other healthcare team members to achieve desired outcomes.
8. Ensures implants and supplies are correctly billed for according to their classification.
9. Reconcile any billing discrepancies and seek department leadership guidance to verify accuracy.
10. Follow up with department leadership to verify proper documentation has occurred.
11. Enters new product information to ensure correct budgeting accounts and billing codes are utilized.
12. Builds and maintains EPIC block grid and scheduling templates.
13. Presents monthly block utilization metrics to the committee.
14. Extract related EPIC utilization reports when requested or needed to accomplish tasks.
15. Interfaces with Surgeons/Proceduralists with block-related/access issues.
16. Manages time keeping and payroll for procedural schedulers.
17. Hires and supervises all procedural schedulers. Performs all performance appraisals per WPH guidelines; performance management
18. Performs other related duties as assigned.

Education & Experience Requirements

• Must have 3-5 years of surgical/procedural acute care and outpatient scheduling.
• Bachelor’s degree is preferred or a combination of Associate Degree and at least ten years of relevant experience.
• Considerable knowledge and skill in applying the techniques and practices of procedural Scheduling required.
• Extensive knowledge of EPIC OpTime, Cupid, and Radiant scheduling, understanding of procedural block schedules and block utilization, and Epic block builds.
• Considerable knowledge of complex medical terminology, including CPT coding and advanced disease processes, is preferred.
• Proficiency with computers and EPIC scheduling software.
• Must be proficient with Excel. PowerPoint and Power BI
• Supervisory experience preferred.
• Excellent verbal and communication skills.

Core Competencies

• Ability to cooperate with others.
• Must be able to speak, write, understand, and communicate the English language.
• Effectively communicate with internal and external customers.
• Integrity in handling the confidential aspects of work.
• Retains composure under stress.

Physical/Mental Demands/Requirements & Work Environment

· May be exposed to chemicals necessary to perform required tasks. Any hazardous chemicals the employee maybe exposed to are listed in the hospital’s SDS (Safety Data Sheet) data base and may be accessed through the hospital’s Intranet site (Employee Tools/SDS Access). A copy of the SDS database can also be found at the hospital switchboard, saved on a disc

· The position functions in a professional office environment using standard office equipment

· Ability to use the computer for extensive periods

· Occasional lift and or move of 15 to 20 pounds

· Requires frequent movement about the home offsite department and hospital main campus

· Must be able to travel between the Hospital's Main Campus and Offsite Foundation Office frequently throughout the day

· Ability to sit for extended periods

· Ability to respond to frequent calls

· Extended working hours may be necessary

Primary Population Served

Check appropriate box(s) below:

The responsibilities and tasks outlined in this job description are not exhaustive and may change as determined by the needs of White Plains Hospital.