Surgical Scheduling Supervisor, Obstetrics and Gynecology (Hybrid)

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives.

Job Description:

This position is responsible for the day-to-day operation of the OR Scheduling staff. Manages and coordinates on-line scheduling of operative procedures, assuring cost-effective utilization of staff, space, equipment, optimal timing for patients. When appropriate oversee schedules for provider clinics and call schedules

Essential Responsibilities:

1. Assumes accountability for the efficient, effective function of the scheduling staff.

2. Assures appropriate allocation of personnel to essential tasks. Organizes, overseas work schedule for optimal; utilization of staff.

3. Develops a quality measures for performance. Serves as a training resource to less experienced staff.

4. Assures data accuracy through collection, interpretation, and integration of data essential for efficient, effective scheduling in all OR sites.

5. Monitors reports to ensure that patients are scheduled appropriately. 6. Periodically monitors records for data accuracy, provides feedback to staff.

Initiates and maintains effective, ongoing communication regarding OR scheduling within and external to the department.

7. Communicates with each OR site regarding missing or inaccurate operative records.

8. Contacts admitting regarding accurate data of all scheduled patients. Interacts with OR and pre-procedure testing.

9. Collaborates with varied hospital personnel to design, implement, and evaluate scheduling technology, workflows, and outcome measures.

10. Reports trends, patterns, concerns to appropriate leadership staff. Initiates and implements changes in response to identified opportunities for improvements.

11. Works with CCC programmer to help develop and test new systems and reports.

12. Assumes accountability for the development and distribution of the surgical schedule for three OR sites.

13. Interacts with specific hospital departments and with all offices of the operating surgeons in order to book the daily schedule of cases.

14. Coordinates and collaborates with nursing resource and anesthesia floor manager regarding daily scheduling problems, concerns, or issues.

15. Utilizes expert knowledge of block schedules, surgeon's availability, and coverage.

16. Maintains waiting list of operative cases, which are placed on the schedule as cancellations or block time becomes available.

17. Communicates and facilitates the resolution of conflicts.

18. Prepare and maintain various scheduling reports for OR and clinics to support scheduling and staffing needs.

19. Has the authority to direct and support employees daily work activities.

20. Has authority to undertake or recommend the following employment actions: hiring, termination, corrective action and performance reviews.

Direct Reports: More than 7 Indirect Reports: None

Assists in planning, monitoring and/or managing budget in functional area of department.

Department Specific Job Responsibilities:

-Prepare sugical block schedules and other assignment schedules for physicians and staff, ensuring accuracy and equity of assignments. This requires a thorough understanding of the scheduling application (Qgenda) and the rules surrounding assignments. Being a super user for Qgenda scheduling software is essential.

-Monitor practice performance measures based on hospital standards to ensure schedule booking is being utilized optimally

-Create and support clinic templates and provider surgical block schedules.

-Hold daily huddles and bi-weekly team meetings with surgical scheduling staff, keeping them abreast of protocols, policies and initiatives within the department and at network level. Participate and lead in Monthly onsite team in service trainings.

-Provide administrative supervision/closed loop communication for surgical block changes as required across locations.

-Serve as hands-on Supervisor providing daily support in scheduling and booking OR cases for any of the OB/GYN service lines. Booking for a few surgeons regularly across divisions, while providing coverage across all divisions as needed.

Required Qualifications:

High School diploma or GED required. Bachelor's degree preferred.

3-5 years related work experience required and 0-1 years supervisory/management experience required

Knowledge of Medical Terminology.

Must have sound knowledge of an OR scheduling system

Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications. May produce complex documents, perform analysis and maintain databases.

Competencies:

Decision Making: Ability to make decisions that are guided by precedents, policies and objectives. Regularly makes decisions and recommendations on issues affecting a department or functional area.

Problem Solving: Ability to address problems that are highly varied, complex and often non-recurring, requiring staff input, innovative, creative, and Lean diagnostic techniques to resolve issues.

Independence of Action: Ability to set goals and priorities for functional area. May make recommendations for department policies, practices and programs. Manager or Director provides broad guidance and overall direction.

Written Communications: Ability to communicate complex information in English effectively in writing to all levels of staff, management and external customers across functional areas.

Oral Communications: Ability to verbally communicate complex concepts in English and address sensitive situations, resolve conflicts, negotiate, motivate and persuade others.

Knowledge: Ability to demonstrate broad and comprehensive knowledge of theories, concepts, practices and policies with the ability to use them in complex and/or unprecedented situations across multiple functional areas.

Team Work: Ability to act as a team leader for small projects or work groups, creating a collaborative and respectful team environment and improving workflows. Results may impact the operations of one or more departments.

 This position is responsible for the day-to-day operation of the Surgical Scheduling staff. Manages and coordinates on-line scheduling of operative procedures, assuring cost-effective utilization of staff, space, equipment, optimal timing for patients.  Oversees and schedules directly for 2-4 surgeon practices. 

Customer Service: Ability to lead operational initiatives to meet or exceed customer service standards and expectations in assigned unit(s) and/or across multiple areas in a timely and respectful manner.

Physical Nature of the Job:
Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionally

Pay Range:

The pay range listed for this position is the annual base salary range the organization reasonably and in good faith expects to pay for this position at this time. Actual compensation is determined based on several factors, that may include seniority, education, training, relevant experience, relevant certifications, geography of work location, job responsibilities, or other applicable factors permissible by law. 

As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) as a condition of employment.

More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients' lives. Your skill and compassion can make us even stronger.

Equal Opportunity Employer/Veterans/Disabled