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Surgical Scheduler-Nursing-Perioperative Services -60775

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POST DATE 9/17/2016
END DATE 10/29/2016

West Virginia University Hospital Morgantown, WV

Morgantown, WV
AJE Ref #
Job Classification
Part Time
Job Type
Company Ref #
Mid-Career (2 - 15 years)
High School Diploma or GED


Job Description

Job Title:

Surgical Scheduler (60775)


Perioperative Services

Reports To

5N Operating Room Manager

FLSA Status:



February 2016

Minimum Qualification:

Education and Experience:

* High School or equivalent level of education.

* Two (2) years relevant experience.

SUMMARY: Provides support to Perioperative Services through case scheduling, report generation, and data maintenance within the OPTIME Merlin scheduling system.

ESSENTIAL DUTIES AND RESPONSIBILITIES: Duties are monitored by supervision, productivity reports, and include, but are not limited to, the following:

Able to communicate effectively with surgeons, anesthesia staff, dealing with frequent interruptions in a high stress setting.

Assists Manager/Director with special projects and performs a number of administrative support duties.

Enhances positive relations with all customers including patients, families, hospital staff, and other Departments.
Acts as liaison between O.R., clinics, anesthesia, and department manager.
Practices positive responses to job demand/changes, through organizational and time management to enhance positive outcomes in patient care, unit needs, and the department s mission.

Participates in and fosters an approach to continuously improving quality that includes both intradepartmental and interdepartmental activities. Performs other duties as assigned.

Demonstrates ability to maintain confidential information.

Researches, processes, reconciles, verifies, compiles, tabulates, collects, sorts, and/or compares information. Investigates and resolves a variety of situations. Maintains documentation. Reviews Department documents to verify compliance, completeness, and accuracy.

Ensures timely and accurate communication within the Department and external to the Department as needed.

Proficient in the operations of Merlin OPTIME software.

Completes other projects/duties as assigned.

1. Scheduler Responsibility

Finalizes the next day surgery schedules and serves as an active participant in production meetings.

Prepares week at a glance scheduling documents.

Informs charge RN and Inventory staff of special equipment/products needed for scheduled cases.

Troubleshoots equipment and staff role conflicts.

Prints requested preference cards for select cases.

Completes reports for radiology services, neuro monitoring, and laser operations.

Processes incoming requests for central scheduling relative to block allocation, supplies, and equipment availability. Serves as a scheduling resource to clinic schedulers. Includes the scheduling of emergency and add-on cases.

Ensures completeness and accuracy of case information for those cases handled by central schedulers. Ensures that scheduled procedures pull linked preference cards. Maintains the accuracy of the ORs at a glance greaseboards.

Schedules in accordance with scheduling policy and with attention to block schedule parameters and restrictions. Resolves scheduling conflicts quickly, utilizing critical thinking skills.

Collaborates with Anesthesia to assure appropriate coverage for all sites. Enters anesthesia staff assignments into Merlin system.

Troubleshoots computer hardware issues including printers.

Performs simultaneous phone correspondence and computer data entry.

2. Schedule Monitoring and Auditing

Identifies inconsistencies and discrepancies. Refers them to appropriate personnel or investigation or resolution. May correct information on case scheduling requests as directed. Makes decisions within guidelines and assigned area procedures.

Recognizes need for additional information or clarification of information and contacts appropriate internal/external personnel.

May serve as a superuser for Merlin OPTIME scheduling and intraoperative documentation software.

3. Administrative Responsibility

Generates scheduling reports as requested.

Verifies scheduling process for all cases.

Completes daily temperature tracking documentation.

Assists in inventory, receiving data entry when assigned.

Schedules add-on procedures for surgeons/secretary for day requested.

Verifies cancellations and makes changes to schedule as necessary.

Receives and screens visitors and telephone calls. Responds to general inquiries concerning the activities and operation of the department by relating or referring to established policies and procedures.

Makes decisions within guidelines and assigned area procedures.

Generates daily OR schedule in a timely fashion.

Coordinates distribution of OR schedule.

Generates corrected schedules and other management information reports.

Verifies cancellations and makes changes to schedule as necessary.

Assists with staff scheduling communications

4. Inventory Assistant Responsibility

Receives and adjusts office inventory

Trials new computer hardware and software

Maintains case tracking process

Receives delivery packages and coordinates entry into department

Communicates needs for patient specific/specialty items for OR cases

PERFORMANCE STANDARD : Adheres to the established Performance Expectations for WVUH Employees in the areas of People, Service, Performance Improvement, Shared Values & Culture.

WORK ENVIRONMENT : Work is generally performed in an office or clinical environment in which there is only minimal exposure to unpleasant and/or hazardous working conditions. May involve being present in semi-restricted or restricted operative areas.

PHYSICAL DEMANDS : Work requires regularly using a keyboard to interact with computer system. Work is sedentary. May be required to lift/push/pull 40lbs. Hearing within normal range.

Knowledge, Skills and Abilities:

* Ability to type 25 wpm preferred.

* Knowledge and understanding of medical terminology.

* Possesses the interpersonal skills to positively and effectively communicate, negotiate, and resolve conflict.

* Cooperatively interacts with the health care team to support and contribute to the shared group goals.


WVU Hospitals, a 531-bed tertiary care center, serves as the primary teaching destination for West Virginia University’s health professions schools. We are a member of the West Virginia University Health System.The clinical excellence of WVU Hospitals has been nationally recognized (Level One Trauma Center, Magnet recognition for nursing, etc.), and we are widely considered a leading employer of choice for our employee-friendly environment and approach.WVU Hospitals includes the flagship hospital Ruby Memorial, which houses WVU Medicine Children’s on the sixth floor and the Jon Michael Moore Trauma Center, and also includes Chestnut Ridge Center on the same campus in Morgantown.

Company Size:
5,001-10,000 Employees
Health Care
Social Media:
1 Medical Center Dr
Morgantown, WV 26506

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