Surgery Scheduler

Job Posting Title:

Surgery Scheduler

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Hiring Department:

Dell Medical School

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

32

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FLSA Status:

Non-Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

The Dell Medical School is seeking a Surgery Scheduler for 32 hours per week.

Purpose

The Surgery Scheduler is responsible for coordinating and scheduling surgical procedures for the hospital and outpatient clinics. This role ensures that all necessary pre-operative documentation and patient information are accurately recorded and communicated to the surgical team. The Surgery Scheduler works closely with surgeons, nurses, anesthesiologists, and administrative staff to optimize the surgical schedule and ensure efficient use of resources.

Responsibilities

Coordinate Surgical Schedules

• Manages the scheduling of surgical procedures, ensuring optimal use of operating rooms.

• Communicates with surgeons and clinical staff to confirm availability and requirements.

• Updates and maintains the surgical schedule in the hospital's scheduling system.

Pre-Operative Documentation

• Collects and verifies patient information and pre-operative documentation.

• Ensures all necessary consents and medical records are obtained and filed.

• Coordinates with insurance providers for pre-authorization of procedures.

Patient Communication

• Provides patients with pre-operative instructions and information.

• Answers patient inquiries regarding surgical procedures and schedules.

• Coordinates pre-operative appointments and tests as needed.

Resource Management

• Monitors and manages the availability of surgical equipment and supplies.

• Works closely with the supply chain team to ensure timely procurement of necessary items.

• Assists in the preparation of operating rooms for scheduled procedures.

Administrative Support

• Maintains accurate records of surgical procedures and patient interactions.

• Prepares reports and documentation for the surgical team and hospital administration.

• Supports the Surgery Scheduling Manager with administrative tasks as needed.

Other Job Duties may apply as assigned

Marginal or Periodic Functions

Training and Development

• Assists in training new staff on scheduling procedures and systems.

• Participates in continuing education and professional development opportunities.

Quality Improvement

• Engages in quality improvement initiatives to enhance scheduling efficiency and patient care.

• Provides feedback and suggestions for process improvements.

• Manages last-minute changes to the surgical schedule due to emergencies or cancellations.

• Coordinates with clinical staff to accommodate urgent surgical needs.

​Emergency Scheduling

• Manages last-minute changes to the surgical schedule due to emergencies or cancellations.

• Coordinates with clinical staff to accommodate urgent surgical needs.

​Knowledge, Skills, and Abilities

Planning and Organizing

• Skilled: Effectively organizes tasks and resources to achieve goals.

• Examples: Creates detailed schedules, prioritizes tasks, manages time efficiently.

Communication

• Skilled: Clearly conveys information and instructions to patients and staff.

• Examples: Provides clear pre-operative instructions, answers patient questions, communicates changes promptly.

Attention to Detail

• Skilled: Ensures accuracy in documentation and scheduling.

• Examples: Verifies patient information, checks pre-operative documentation, maintains accurate records.

Customer Focus

• Skilled: Understands and meets the needs of patients and clinical staff.

• Examples: Provides excellent patient service, anticipates needs, resolves issues effectively.

Problem Solving

• Skilled: Identifies and resolves scheduling conflicts and issues.

• Examples: Adjusts schedules for emergencies, finds solutions for resource shortages, collaborates with staff to resolve problems.

Required Qualifications

• High school diploma or equivalent.

• Minimum of 2 years of experience in medical scheduling or a related field.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Associate's degree in healthcare administration or a related field.

• Minimum of 3 years of experience in surgical scheduling within a healthcare setting.

• Preferred: Certified Medical Scheduler (CMS) or equivalent certification.

Salary Range

$46,500+ depending on qualifications

Working Conditions

• Standard office equipment

• Repetitive use of a keyboard

• May be exposed to such occupational hazards as communicable diseases, blood borne pathogens, ionizing and non-ionizing radiation, hazardous medications and disoriented or combative patients, or others.

Required Materials

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.  You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.  Documents need to be presented no later than the third day of employment.  Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.