OSITION TITLE:              Operation Theatre Scheduler

REPORTS TO:                    DIRECTOR OF PERIOPERATIVE SERVICES

POSITION SUMMARY:

Schedules surgical procedures and coordinates operating room activities of American Hospital Dubai. Works closely with physicians, nurses, and other healthcare professionals to ensure that surgeries are scheduled efficiently and resources are utilized effectively.

DUTIES AND RESPONSIBILITIES:

• Demonstrates ability to prioritize tasks ensuring effective functioning of the unit.
• Follows the chain of command in reporting incidents or concerns.
• Prioritizes workload and completes correspondence in a timely manner.
• Provides information to prospective customers and hospital staff by answering all specific inquiries regarding patients’ queries.
• Ensures safe working environment through strict compliance with Hospital Policy and Procedure regarding safety, infection and security, etc.
• Demonstrates the knowledge and skills required in responding to codes and other emergency situations. Actively participates in mock codes.
• Follows guidelines for scheduling to build the daily schedule of the procedures in accordance to the OR slots/utilization availability
• Reviews schedule with OR manager and Chief of Anaesthesia for effectiveness by identifying and proposing changes required in accommodating scheduling needs.
• Demonstrates awareness and knowledge about physicians’ privileges.
• Allows sufficient time for each procedure according to physician’s request and average time taken per procedure; leaves enough time between cases for an adequate turnover of the room and equipment.
• Refers special equipment/instrument requests to CSSD Supervisor / OR Desk Nurse as booking is made.
• Maintains up to date “on call” schedule file for physicians.
• Notifies appropriate OR staff of changes in surgical schedule.                                        
• Liaises with Anesthetist “on call” and OR Desk nurse in relation to add-on and emergencies for that day.                              
• Provides and maintains accurate statistical reports.                                          
• Sends/receives faxes, photocopies.                                          
• Demonstrates efficiency on computer literacy and in Meditech system.                       
• Schedule anesthesia appointments as requested.                                
• Maintains/orders unit stationery/forms in coordination with the Manager.                                
• Shares knowledge and skills with colleagues and others.                                 
• Efficiently enters charges and orders into Meditech system.                                          
• Ensures prompt and constant correct billing entries.                                         
• Enters Physicians charging fees.                                 
• Ensures Insurance forms and cost estimates are available prior to OR scheduling.                     
• Answers phone call in a polite and professional manner using proper telephone etiquette.              
• Adheres to the hospital policy HPP-206 “Identification of Patient” during appointment booking and registration.                               
• Liaises with Insurance and Finance departments.                                 
• Assists in orientation of new staff member.                                           
• Ensures that the place of work and surrounding area is kept clean & organized at all time.                       
• Demonstrates adequate Medical Surgical Terminology.                                   
• Ensures that the OR scheduler desktop is up to date to reflect 24hrs status for OR booking scheduling.                                         
• Acts as an interpreter when needed.                         

QUALIFICATIONS:

• High school diploma or equivalent required; associate or bachelor's degree in healthcare administration or related field preferred
• Minimum of 2 years of experience in scheduling surgical procedures in a healthcare setting

• Prioritizes tasks to ensure the effective functioning of the unit.
• Follows the chain of command in reporting incidents or concerns.
• Prioritizes workload and completes correspondence on time.
• Provides information to prospective customers and hospital staff by answering all specific inquiries regarding patients’ queries.
• Ensures a safe working environment through strict compliance with Hospital Policy and Procedures regarding safety, infection, security, etc.
• Participates actively in mock codes.
• Follows guidelines for scheduling to build the daily schedule of the procedures per the Operating Room's slots/utilization availability.
• Reviews and schedules, with the Director of Perioperative Services and Chief of Anaesthesia for effectiveness by identifying and proposing changes required in accommodating scheduling needs.
• Demonstrates awareness and knowledge about physicians’ privileges.
• Allows sufficient time for each procedure according to the physician’s request and average time taken per procedure; leaves enough time between cases for an adequate turnover of the room and equipment.
• Refers special equipment/instrument requests to the Central Sterile Services Department (CSSD) Supervisor/Operating Room Desk Nurse as the booking is made.
• Maintains up-to-date “on-call” schedule files for physicians.
• Notifies appropriate operating Room staff of changes in surgical schedule.         
• Liaises with an Anesthetist “on-call” and operating Room Desk nurse with add-ons and emergencies for that day.         
• Provides and maintains accurate statistical reports.         
• Sends/receives faxes, and photocopies.
• Schedules anaesthesia appointments as requested.
• Maintains/orders unit stationery/forms in coordination with the Manager.
• Enters charges and orders into the Cerner system efficiently and accurately.
• Ensures prompt and constant correct billing entries.
• Enters Physicians charging fees.
• Ensures Insurance forms and cost estimates are available before the Operating Room's scheduling.
• Answers phone calls politely and professionally using proper telephone etiquette.
• Adheres to the hospital policy HPP-206 “Identification of Patient” during appointment booking and registration.
• Liaises with the Insurance and Finance departments.
• Assists in the orientation of new staff members.
• Ensures that the place of work and surrounding area is kept clean and organized at all times.
• Ensures that the operating Room's scheduler desktop is up to date to reflect 24hrs status for the Operating Room's booking scheduling.
• Acts as an interpreter when needed.

• High School Graduate
• Associate's or Bachelor's Degree in healthcare administration or related field preferred

PROFESSIONAL EXPERIENCE:

• Minimum of two (2) years of experience in scheduling surgical procedures in a healthcare setting.
• Knowledge and skills in responding to codes and other emergencies.
• Knowledge of computer literacy and in Cerner system.
• Knowledge of adequate medical-surgical terminologies.