RN-Manager Surgery Scheduling and Optimization

Sign On Bonus Eligible

Default Work Shift:

Day (United States of America)

Hours:

40

Salary range:

$58.43 - $90.50

Schedule:

Full Time

Shift Hours:

8 Hour employee

Department:

Administration (Surgical Service Line)

Job Objective:

Responsible for the coordination, oversight, execution and integrity of the surgical schedules across the Surgical Services areas (Main OR, Same Day Surgery, EDOSC, Endoscopy Services, and Pain Procedures). Ensures optimized block management, appropriate scheduling of OR/Procedure rooms resulting in the optimal use of surgeons, anesthesia and staff in each location, and working in collaboration with the block management leadership team. Develops and sustains partnerships and alignment between schedulers (Eisenhower and office schedulers) and manages OR scheduling blocks for all surgical locations. Works in collaboration with Directors and Managers at each location, including working with EPIC/Qventus, finance and centralized scheduling teams. The role plays a critical part in bridging clinical needs with operational efficiency.

Job Description:

Education: 
Required: Bachelor’s degree of Science in Nursing 
Preferred: Master’s degree in Nursing, Healthcare Administration, or related field

Licensure/Certification: 
Required: California Registered Nurse (RN) license
Preferred: Certification in a related field

Experience: 
Required: Four (4) years of RN experience in surgical services
Preferred: Experience working with surgeons, surgical practices, surgical scheduling, operating room block management; experience with EPIC/Optime, Qventus or other EMR scheduling software
 

Reports To: Associate Vice President Surgical Services, partners with Manager of Surgery Scheduling and the sites of practice Surgical Services Directors
Supervises: N/A
Ages of Patients: N/A 
Blood Borne Pathogens: Minimal/ No Potential
 

Skills, Knowledge, Abilities:

Ability to analyze systems and solve problems that are highly varied, complex and often non-recurring, requiring staff input, innovative and creative techniques to resolve issues quickly and accurately, Ability to demonstrate good leadership and supervision skills strong leadership and critical-thinking skills in a fast-paced surgical environment, Ability to lead operational initiatives to meet or exceed customer service standards and expectations in all assigned areas and across multiple areas in a timely and respectful manner, Ability to take initiative by identifying problems, conceptualizing resolutions to the problems and promote to the appropriate infrastructure for review with good judgment, Able to manage multiple and simultaneous responsibilities to prioritize scheduling of work, Demonstrated ability to communicate effectively with complex information in writing, on the telephone, one-on-one and large or small groups (committees, meetings, etc) across clinical and administrative teams, Develop and maintain physician relationships with excellent interpersonal skills, Knowledge of Medical Terminology, hospital based federal rules, regulations and procedures, Knowledge of Scheduling, insurance verification, benefits and authorization to include CPT and ICD10 coding, Proficient in electronic health record systems and scheduling software (e.g., Epic, Qventus, etc)

Essential Responsibilities

1. Demonstrates compliance with Code of Conduct and compliance policies and takes action to resolve compliance questions or concerns and report suspected violations.
2. Supports the day-to-day operations of the surgery scheduling by monitoring the daily schedules to optimize the physician's requested blocks and surgical times. 
3. Works directly with the surgical care team for accurate schedules for Inpatient/Outpatient services.
4. Ensures all OR blocks are optimized, utilized including opening, closing for vacation and conferences, helps to coordinate anesthesiologists’ schedules across the organization. 
5. Collaborates daily with the Surgical Scheduling Department and the key Surgical Services leaders in each site to optimize blocks and schedules.
6. Serves as the primary liaison between scheduling staff and clinical departments to facilitate effective coordination on future open OR’s and scheduling focused from 1 year out to 2-3 days before the day of service.
7. Analyzes and manages block time utilization; partner with medical staff leadership to adjust blocks based on data and service line performance.
8. Works closely with anesthesia, sterile processing, nursing leadership, and other stakeholders to ensure operational readiness and efficiency.
9. Supports scheduling workflows, communication and best practices with EDOSC, Endoscopy Services and pain procedures.
10. Maintains strong communication with surgeons and procedural team schedulers regarding schedule changes, resource constraints, and expectations.
11. Utilizes perioperative systems and data (e.g., Epic OpTime, Qventus, etc) to assess and improve schedule adherence, OR utilization, first-case on-time starts, and turnover times.
12. Participates in leadership meetings, capacity planning, and performance improvement initiatives across perioperative services.
13. Ensures compliance with organizational policies, safety standards, and applicable regulatory guidelines related to surgical scheduling.
14. Participates in strategic planning and initiatives aimed at expanding or improving surgical services.
15. Partners with the Manager of Surgery Schedulers to support daily charge capture, monitoring delays, revenue integrity, procedure case updates and medical device tracking requirements, etc.
16. Exercises complex problem-solving techniques, collection/data entry, and evaluation and reporting of statistical concepts, defining problems, establishing process improvement hypothesis and supporting implementation of new improvements, in collaboration with leadership teams. 
17. Maintains a positive working relationship with physicians’ offices and ancillary departments and communicates and consults with manager/director as it relates to improvements. 
18. Participates in meetings to provide feedback on operations, discuss problematic issues and introduce new procedures and/or processes to improve operations, flow and efficiency.
19. Develops, implements, and maintains standardized scheduling workflows, policies, in partnership with leadership and implement scheduling procedures across departments.
20. Oversees and develops block scheduling and utilization reporting used to optimize operating room efficiency.
21. Partners with revenue cycle and compliance departments to prevent billing discrepancies and optimize charge capture, including process improvement and standardization.
22. Leads initiatives to develop optimal procedures, scheduling protocols, preference card(s), case templates, CPT code linkages etc.
23. Implements quality control measures to ensure data accuracy and efficient scheduling turnaround times.
24. Monitors key performance indicators (KPIs) such as OR utilization, cancellation rates, and add-on case trends; develops improvement strategies based on findings.
25. Ensures effective communication between scheduling teams, clinical departments, and physician offices.
26. Frequently interacts with operating room leaders, physician offices, and related clinical departments, with occasional travel to Point Monterey and off site surgeon offices.
27. Performs other duties as assigned.