Surgery Scheduler- Clinic Peds - 730 Welch 2B ( 1.0 FTE, Days )

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Category: Administrative Support
Job Type: Full-Time
Shift: Days
Location:  Palo Alto CA 94034
Req: 8251
FTE: 1

Administrative Support

1.0 FTE, 8 Hour Day Shifts

Lucile Packard Children's Hospital Stanford is the heart and soul of Stanford Children’s Health. Nationally ranked and internationally recognized, our 311-bed hospital is devoted entirely to pediatrics and obstetrics. Our six centers of excellence provide comprehensive services and deep expertise in key obstetric and pediatric areas: brain & behavior, cancer, heart, pregnancy & newborn, pulmonary and transplant. We also provide an additional, wide range of services for babies, kids and pregnant moms.

Job Summary

This paragraph summarizes the general nature, level and purpose of the job.

The Surgery Scheduler functions as a member of the clinic patient care team, directed by the clinic manager or designee.  Performs duties and orchestrates complex logistics required to schedule patient tests and complex surgical procedures.


Essential Functions

The essential functions listed are typical examples of work performed by positions in this job classification.  They are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities.  Employees may also perform other duties as assigned.

Employees must abide by all Joint Commission Requirements including but not limited to sensitivity to cultural diversity, patient care, patient rights and ethical treatment, safety and security of physical environments, emergency management, teamwork, respect for others, participation in ongoing education and training, communication and adherence to safety and quality programs, sustaining compliance with National Patient Safety Goals, and licensure and health screenings.

Must perform all duties and responsibilities in accordance with the Service Standards of the Hospital(s).

  • Coordinates resources to schedule surgeries for department surgeons.

  • Coordinate scheduling between department surgeon (including multi-disciplinary departments), anesthesiologists, vendors, materials management, OR venues & patients

  • Makes scheduling decisions that maximize efficiency & utilization of resources.

  • Schedules ancillary services (MRI, Labs, etc.) for patients prior to surgery date and provides appropriate instructions. 

  • Schedules complex appointments requiring strong knowledge of pre-admission requirements, procedures, department protocols, and timing. 

  • Tracks authorizations to assure appropriate verifications and authorizations are tracked prior to surgery date.  

  • Verifies patient insurance and ensures that patient has appropriate authorization. 

  • Determines when authorization for services is required and ensures authorization is obtained prior to service date. Determines and documents need for signatures for conditions of registration and Medicare secondary payment screen.   

  • Accountable for the completeness & accuracy of case entry, including CPT codes, procedure description, bed request, procedure duration, etc.

  • Collaborates extensively w/OR scheduling to assure maximum utilization of block time in each OR venue.

  • Communicate surgery details and review surgery guidelines to patients/parents & assist in coordinating family needs (e.g., Social Work, Transportation, Housing, Financial Counseling, etc.)

  • Coordinate surgical procedures with outside OR scheduling venues (e.g., CPMC, Good Samaritan, John Muir)


Minimum Qualifications

Any combination of education and experience that would likely provide the required knowledge, skills and abilities as well as possession of any required licenses or certifications is qualifying.

Education: High School Diploma or GED Equivalent  

Experience:  Three (3) years of progressively responsible and directly related work experience 

License/Certification: None Required  


Knowledge, Skills, and Abilities

These are the observable and measurable attributes and skills required to perform successfully the essential functions of the job and are generally demonstrated through qualifying experience, education, or licensure/certification.

  • Knowledge of insurance plan limitations on care, requirements for pre-authorization for services, patient obligations for payment, and reimbursement/billing requirements. 

  • Knowledge of medical terminology and procedures desired.

  • Knowledge of computer systems and software used in functional area. 

  • Skilled in computer use: MS Office (Excel, Word and Outlook).

  • Skilled in accuracy and attention to detail.

  • Ability to coordinate, schedule and track complex surgery scheduling and multiple patient appointments. 

  • Ability to multi-task and change priorities as needed. 

  • Ability to interact with families, staff, and peers based on the needs of the individual taking into consideration age, culture, and developmental needs.

  • Ability to adjust communications to fit the needs and level of understanding of the receiver.

  • Ability to exercise calmness in stressful situations.

Physical Requirements and Working Conditions
The Physical Requirements and Working Conditions in which the job is typically performed are available from the Occupational Health Department. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job.