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Surgery Scheduler - ENT & Ophthalmology

Company: Aspen Valley Hospital
Location: Aspen
Posted on: March 26, 2020

Job Description:

The ENT & Ophthalmology Surgery Scheduler is a blended role providing primarily administrative support to the Ophthalmology and ENT departments with occasional clinical medical assistant support for the Ophthalmology clinic.

Primary Scope of Responsibilities:

  • Create surgery packets and appointment scheduling for cataract, oculoplastic, and otolaryngology-head and neck surgeries. Coordinate with surgeons for scheduling.

  • Confirm surgery dates, availability, case order, and staffing with Same Day Surgery Department

  • Prepare and send cosmetic letter and cost proposals to patient

  • In collaboration with the Ophthalmology and ENT clinical staff, answer patient specific questions about respective surgery; ensure the patient understands all that is required of him/her leading up to surgery

  • Place cataract lens implant order with Same Day Surgery Department

  • Coordinate MOHs surgical cases with affiliate dermatology offices

  • Coordinate scheduling when a patient cancels or reschedules his/her Operating Room surgery appointment

  • Support the Ophthalmology Techs via EHR system: incoming faxes, referrals, patient records from other providers, lab & diagnostic imaging reports, insurance correspondences, etc

  • Support the Ophth Techs with the sending of outgoing referrals from Ophthalmologist to other specialists

  • Support the Ophth Techs with requests for documents from outside providers such as labs, past exams, past op reports, previous imaging (OCT's and Visual Fields)

  • Entering/requesting new physicians be added into the EHR system

  • Finding all relevant physician information (NPI, telephone, fax, address, etc) and requesting IT add to the EHR

  • Scheduling/rescheduling appointments such as: office visits, Ophth Tech visits, pre-ops, post-ops, urgent visits, etc

  • Work with nurses to obtain all necessary pre-operative information (ex. PCP surgery clearances)

  • Create/update Ophthalmology specific contact sheet for easy reference

  • Medical Assistant responsibilities: support Ophth Tech and assist Ophthalmologist with minor surgical procedures, room patients (record vitals, test vision, record HPI, administer eye drops, check pressure) and conduct specialty testing when needed (i.e. OCT's, AR's)

  • Prescriptions - support Ophth Techs with sending and refilling; changes in Rx due to insurance issues/denials; answer calls/questions from pharmacy; coordinate surgery medications with AVH pharmacy

  • Manage Ophthalmology phone calls by supporting the Ophth Tech with recording symptoms and relaying messages to the doctor; determining urgency and coordinating clinic scheduling with the Coordinator staff; arranging phone call meetings between providers; return Ophth Tech voicemail messages


    • Demonstrates the ability to assess and interact with customers of all ages, recognizing language and learning barriers, and technology challenges.

    • Able to state his/her duties during a code pink drill.

      Minimum Qualifications:

      • 2 years of surgery scheduling experience preferred

      • Strong collaboration skills required

      • The ability to maintain composure in stressful situations

      • Bi-Lingual in Spanish is highly desired.

      • Ability to concentrate and show attention to detail

      • Relatively high degree of analytical abilities

      • Strong interpersonal skills required

      • Ability to work independently

      • Ability to read and communicate effectively in English

        Education/Certification Requirements:

        • High School or GED required

        • Bachelors in related field, preferred.

          Working Conditions:

          • Normal patient care environment with little exposure to excessive noise, dust and temperature

          • May be exposed to communicable diseases through normal or careless performance of responsibilities

          • May be exposed to mechanical dangers associated with mechanical devices

Keywords: Aspen Valley Hospital, Aspen , Surgery Scheduler - ENT & Ophthalmology, Healthcare , Aspen, Colorado

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