Nationwide Children's Hospital

  • Scheduling Coordinator - Surgery Clinic

    Posted Date 2 weeks ago(11/30/2018 1:15 PM)
    Requisition ID
  • Overview

    Full Time, 1st  Shift - Main Campus - Columbus, Ohio


    The Scheduling Coordinator is responsible for:

    • Providing clinical support for 15 surgeons participating in the Pediatric Surgery program
    • Scheduling surgical and diagnostic procedures inside and outside of the clinic setting
    • Coordinate scheduling surgical procedures, diagnostic studies and clinic visits with providers from Pediatric Surgery, Urology, Gynecology, GI/motility, Colorectal, Hem/Onc, ENT, Dental, Ortho, Plastics, Pulmonary, Cardiology and Endocrinology.  Many surgical cases are in combination with one or more attending surgeon.
    • Maintaining open communication between all members of the patient care team from several departments (Pediatric Surgery, Urology, Gynecology, GI/motility, Colorectal, Hem/Onc, ENT, Dental, Ortho, Plastics, Pulmonary, Cardiology and Endocrinology) including:
      • Physicians, APNs
      • Clinic and Administrative secretaries
      • OR scheduling staff
      • RNs, LPNs
      • Registration staff
      • Social Work
      • Child Life
    • Obtaining and maintaining proficiency in the use of EPIC, OP time, and Microsoft Outlook

    The moment you walk through our doors, you can feel it. When you meet one of our patient families, you believe it. And when you talk with anyone who works here, you want to be part of it, too. Welcome to Nationwide Children’s Hospital, where Passion Meets Purpose.

    Here, Everyone Matters. We’re 12,000 strong. And it takes every single one of us to improve the lives of the kids we care for, and the kids from around the world we’ll never even meet. Kids who are living healthier, fuller lives because of the knowledge we share. We know it takes a Collaborative Culture to deliver on our promise to provide the very best, innovative care and to foster new discoveries, made possible by the most groundbreaking research. Anywhere.

    Ask anyone with a Nationwide Children’s badge what they do for a living. They’ll tell you it’s More Than a Job. It’s a calling. It’s a chance to use and grow your talent to make an impact that truly matters. Because here, we exist simply to help children everywhere.

    Nationwide Children’s Hospital. A Place to Be Proud.


    The Scheduling Coordinator is responsible for:

    • Supports, communicates, implements, and enforces the philosophy, mission, values, standards, policies and procedures of Nationwide Children's Hospital.
    • Requires strong organizational skills to implement change and process improvements.
    • Promotes efficiency as a standard work ethic and continuous improvement in process and customer satisfaction.
    • Possesses a high standard of integrity and fairness in treatment of all staff and coworkers.
    • Maintains high level of HIPAA confidentiality and compliance.
    • Participates in Patient Care Services and Hospital activities:
      • Policy review and revision
      • Patient/family advocacy
      • Participates in department and hospital meetings
      • Proficient in Registration Process to help register patients in clinic when needed
      • Make new and follow-up appointments and check patients out on clinic days
      • Schedule surgeries and go over all information with families
    • Participates and/or has knowledge of activities to meet regulatory standards in all of the following:
      • Environmental rounds (EOC)
      • OSHA activities
      • Readiness Rounds
      • JCAHO activities
      • Infection control activities.
      • Zero Hero.
    • Participates in educational activities:
      • Responsible for orienting new clinical and administrative staff regarding coordination and scheduling services between multiple specialties.
      • Annual Chex Education and any in-services to update job activities.
    • Participates in quality improvement activities and special projects as requested.
    • Accepts and supports change in a positive manner.
    • Responsible for making a weekly follow up phone call list for the nurses
    • Telephone
      • Triage patient/family and health care provider communication.
      • Triage main clinic hotline
      • Take messages or transfer phone calls to the appropriate person. 
      • When absent (vacation, illness, FMLA) phone should be transferred to a “teammate.”  This allows phone to be covered at all times.
      • Coordinate with Ronald McDonald House and Welcome Center when families need assistance with accommodations
    • Program and Surgeon Calendar Management
      • Coordinates and manages the Clinic and OR utilization by the Pediatric Surgery program.  This includes deciding when to release OR block time.  It also includes deciding when to seek additional OR block time.
      • Note patient appointments and surgeries in Outlook for selected surgeons.
      • OR and Clinic utilization management          
    • Identify and pursue opportunities to increase clinic and OR usage in accordance with Pediatric Surgery/Pediatric Surgery goals
    • Create/manage/ and distribute Burn calendar
    • Coordinate scheduling/ changes to burn clinic staff (NP,OT/PT, Psychology)
    • Scheduling procedures and diagnostic studies
      • Communicate with surgeons and APNs to ensure proper procedure/diagnosis are established in Epic
      • Work with surgeons to find available OR time/ availability
      • Schedule procedure in OP time or directly with OR scheduling staff depending upon the circumstances.
      • Gathers all necessary information for the prior authorization process (insurance info, CPT codes, ICD-9 codes)
      • Coordinates clinical schedule of visiting surgeons/ Reps
      • Arrange/Attend a quarterly Pediatric Surgery meeting to bid for OR and clinic time
      • Coordinate reps for specialty/research medical care.
      • Collaborate with residents for research requirements
      • Manage Operative Notes Post Operatively. Maintain counts monthly
      • Schedule all radiology test/appointments
      • Coordinate combo cases with other departments
    • Team Concept
      • Each staff member will have a teammate to ensure that daily functions continue without interruption during times of absence
      • Leave specific instructions of pending issues for the teammate for anticipated absences
      • Forward phone line to teammate so that calls and voicemails are answered during absence.
      • Leave away message on voicemail and email indicating who will be covering during an absence. 
      • Teammates check voicemails every two hours during absence
      • Cross train to other area as appropriate
    • Extra responsibilities
    • OR calendar- responsible for releasing, maintaining each surgeons time in Main OR , Surgery Center, and Westerville surgery Center
    • Weekly releases sent for each daily OR in Pediatric Surgery Block time
    • Daily emails giving open time to all other departments in Nationwide Children’s Hospital
    • Special projects- Westerville Surgery Single Visit Surgery’s comparison charts
    • Finding matching patients and making charts
    • Training
    • All new secretaries and supporting existing ones in some of their decision making and scheduling.
    • Adding Multiple add on cases for specialty doctors
    • Working closely with the Hem/Onc department and helping them get things schedule services for their patients.


    • High school graduate or equivalent.
    • Two years previous secretarial experience in the medical office setting; surgical scheduling experience preferred along with medical terminology.
    • High level of integrity, motivation, fairness, accountability, and self-direction.
    • Experience in multidisciplinary collaboration and strong organizational skills


    The above list of duties is intended to describe the general nature and level of work performed by the Scheduling Coordinator.  It is not to be construed as an exhaustive list of duties performed nor is it intended to limit or modify the right of any supervisor to assign, direct and control the work of the employees under her/his supervision.



    Typing/Computer  Constantly       (67 - 100%)

    Using phone          Frequently       (60–100%)

    Sitting                    Frequently       (34 – 66%)

    Standing                Occasionally   (15 – 33%)

    Lifting                    Occasionally   (10-20%)

    Walking                 Frequently       (35-66%)


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