Surgical Posting Coordinator
University of Maryland Medical System

Job Description
POSITION SUMMARY

Under regular supervision. the Surgical Posting Coordinator is responsible for managing the schedule of inpatient and outpatient surgical procedures. The Surgical Posting Coordinator works and maintains proper communications with the surgeons and/or the surgeons' offices to obtain necessary information to schedule complete and accurate procedures and assures the office receives information of posted cases. If assigned to the OR, the Surgical Posting Coordinator organizes and manages the scheduling grid utilizing the MSM module to post procedures within the time frames that the room is available and not interfering with another surgeon's block time. The Surgical Posting Coordinator must make sure that all information on the patient is correct and up to date. The Surgical Posting Coordinator also maintains daily and monthly statistical data for all procedures, compiles data into periodic statistical reports according to department policy, and perform clerical duties as required.

Principal Duties:

1. Schedules/Posts inpatient and outpatient surgical procedures.

a. Ensures documentation is complete, clear, concise and accurate patient information for each surgical posting.

b. Coordinates the scheduling of inpatient and outpatient surgical procedures, utilizing available staffed surgery hours efficiently.

c. Assumes accountability for accurate and timely patient case data into computer system. d. Integrates cases into schedule up to 24 hours prior to surgery.

e. Cancels cases and enters cancelation information promptly.

2. Communications are effective and timely.

a. Communicates information for each surgical procedure to appropriate departments and individuals.

b. Communicates Department leadership regarding any schedule changes.

c. Communicates with the surgeon's office to confirm postings after the case is posted to assure that the case has been posted correctly and matches the surgeon's schedule.

d. Answers telephones promptly and responds appropriately in a professional manner at all times. e. Demonstrates awareness of clinical priorities and patient issues requiring immediate attention. f. Maintains open communication with patients, physicians, visitors and/or co-workers. Speaks in a polite, clear and calm voice.

g. Prioritizes phone calls and verbal messages appropriately.

3. Maintains data and related records to support the delivery of care.

a. Maintains a current listing of physician privileges and protocols.

b. Maintains an accurate listing of physicians on Medical Records suspension list and schedules accordingly.

4. Maintains a clean, safe, orderly, and functional work environment.

a. Maintains physical work environment, including cleanliness, organization, upkeep of office equipment, processing work orders, and communicating with Facilities and EVS.

b. Checks computer/fax/copier/printer to ensure functionality and device readiness.

c. Demonstrates ability to operate phone, fax, message recorder, copier and computer hardware. d. Appropriately communicates computer system and other devices issues.

e. Participates in cost containment measures by utilizing supplies efficiently and utilizing work time productively.

5. Performs other clerical and support duties as directed.

a. Participates in data collection and audits.

b. Maintains surgical block cancelation reasons for monthly reports and block utilization review. c. Maintains form supply.

d. Maintains toner/cartridge and adequate supply of paper and labels.

6. Participates in unit activities.

7. Performs other clerical, administrative and support duties as assigned.

Customer Service:

1. Greets customers in courteous, friendly, respectful and professional manner at all times, including maintaining eye contact when appropriate.

2. Follows communication protocols to both internal and external customers, including introducing him/herself with job title and experience, asking open ended questions, such as "How may I be of help to you?" using the customer's name as soon as it is learned.

3. Responds promptly and appropriately to customer questions/concerns/complaints and attempts immediate resolution.

4. Keeps customer's information confidential, including public places such as elevators or the cafeteria.

5. Provides assistance and offers help immediately, including finding someone else to meet the request, if unable to do so him/herself. Introduce other staff to customers when a hand-off occurs and explain that the person will provide excellent service.

6. Demonstrates commitment to excellent service recovery when a customer's expectations have not been met.

Commitment to Co-Workers:

1. Offers assistance to colleagues and other departments when needed.

2. Takes responsibility for solving problems regardless of origin; completes assignments, and respects deadlines.

3. Resolves conflict directly with colleagues and seeks assistance from others if the issue cannot be resolved. Refrains from criticism in public.

4. Mindful and respectful of others' time and schedules. Attends meetings on time and communicates any absences.

5. Provides co-workers with a status report for continuity of workflow when planning to be out of the office, off the unit, or away from the department

Communication Etiquette:

1. Respectful, courteous and professional in all forms of communication and follows facility's service communication protocol in all interactions.

2. Refrains from use of personal cell phone in patient care areas and keeps usage to a minimum at all other times while on duty.

3. Does not text or use e-mail during meetings (except for exigent or emergency situations).

4. Limits use of business cell phone during meetings (remain on vibrate and/or calls go to voicemail).

5. Makes every effort to answer telephone calls within three rings, introducing him/herself, department and title (if appropriate). Asks permission before placing the caller on hold or using the speakerphone. If caller is transferred, gives the caller the extension number of the person he or she is being transferred to. Offers further assistance to the caller upon completing the conversation.

6. Maintains an appropriate voicemail message and when away from the office has an out-of-office email message that is brief, current, and includes name and department and offers the caller options if possible.

7. Returns email and voicemail messages promptly but no later than within one business day (24 hours).

8. Always mindful of voice and language in public.

Self Management:

1. Reports to work appropriately groomed and in compliance with the Hospital's dress code. Wears identification badge at all times at chest level and facing outwards so identification is clearly visible.

2. Complete all assignments within deadlines or negotiates alternative actions and time frames in order to achieve desired outcomes.

3. Completes mandatory, annual education and competency requirements.

4. Follows UMCRH safety, infection control and employee health standards.

5. Demonstrates responsibility for personal growth, development and professional knowledge and competency.

6. Adhere to all UMCRH and department policies and procedures, including Code of Conduct and professional behavior standards. Does not exceed Hospital guidelines in reference to attendance, punctuality, and use of sick and unplanned absences. Provides notification of absences, lateness and vacation requests according to department guidelines. Respects length of time for lunch and break times.

7. Reviews, signs, and adheres to UMCRH and/or departmental confidentiality statement.

Company Description
Located in Largo in the heart of Prince George's County, our new state-of-the-art regional medical center (UM Capital Region Medical Center) will provide improved access to primary and ambulatory care services, and serve as a tertiary care center for critically ill patients. In addition, our new space will allow us to expand our offerings as a community partner to help improve the health status of Prince George's County residents.

Qualifications
POSITION REQUIREMENTS:

Licensure/Certification/Registration

Life Support Certification:

Basic Life Support - Health Care Provider (BLS-HCP)

Education/Knowledge

Attained Level: Entry level High School Diploma or GED equivalent

Applicable Experience

Experience (years): Required: 3 years

Three years clerical experience with a minimum of 1 year in medical field. Computer experience required.

Technical/Clinical Skills

Knowledge of medical terminology required. Knowledge of surgical procedures preferred. Sets priorities and handles multiple projects simultaneously, under deadlines. Individual will possess positive interpersonal and communication skills.

Microsoft Office Suite Skill Level

• Word: Basic
• Excel: Basic
• PowerPoint: Basic

Basic knowledge and working experience with Medical Terminology

Standard Office Equipment (list): Computer/laptop/fax

Communication Skills & Abilities

Select highest applicable level: Exchange Information on Factual Matters

Problem Solving/Analytical Skills & Abilities

Administrative Support

Additional Information
All your information will be kept confidential according to EEO guidelines.

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