Assistant Manager, Surgical Services

JOB SUMMARY

Assumes responsibility for monitoring and oversight of all surgical coordinators and OR Schedulers activities related to the successful completion and follow up of scheduled and unscheduled surgeries/procedures across all surgical Institutes. Reports to surgical services and works in conjunction with all surgical institutes to ensure operational needs are met.

PRIMARY JOB DUTIES AND RESPONSIBILITIES

Supervision

• Oversees the day to day operations and throughput of the surgical scheduling workflow and processes to ensure alignment with organizational goals and strategy
• Provides monitoring, oversight and working support to the Surgical Coordinators team based on operational KPI’s
• Provides monitoring, oversight and working support to the OR Schedulers based on operational KPI’s
• Works with Surgical Administration teams to define and monitor operational KPI’s
• Manages time & attendance and performance for all surgical coordinators and OR schedulers
• Reallocates and assigns coordinators/schedulers where necessary to ensure scheduling/staffing aligns with demand and daily operational needs are met
• Manages the training of new caregivers and ongoing productivity monitoring for both teams
• Leads continuous improvement and quality initiatives.
• Carries out professional training, in-services, quality assurance plans, meetings and suggests/supports methods in which errors or quality non conformances can be reduced

Operational Tasks

• Oversees the surgical scheduling team and ensure day to day surgical scheduling operations are run efficiently in line with scheduling policies and workflows
• Manages daily OR schedules and add-ons
• Avoid surgical scheduling confilects interms physicians availability, equipment's, special preference by communicating with the nursing leadership or attending weekly review meetings.
• Reviews KPI’s, reports and dashboards and huddles with team to ensure actions are implemented on issues.
• Reviews anesthesia slot availability and communicates and coordinates with SA release of time available in order to maximize block utilization
• Ensures accuracy of Epic patient case request scheduled for surgery or procedure
• Provides patient with a mutually agreeable surgery/procedure date
• Ensures relevant testing (PAT) and appointments are scheduled appropriately.
• Performs scheduling both intra- and inter-departmentally as requested by MD order
• Reserves bed via the house supervisor when applicable
• Schedules follow up appointment after surgery/procedure is complete
• Reviews all Pre-Admission Testing Data to ensure normalcy and completion. Review any abnormal findings with surgeon/proceduralist
• Oversees OR schedulers and insure that correct and clear pre – op instruction are delivered to the patients.
• Coordinates services and provides special instructions as requested by patient, surgeon or proceduralist
• Responsible for maximizing a department’s allocated spaces by scheduling all surgeries/procedures
• Communicates and coordinates with Finance teams to ensure financial clearance/ pre-authorization for any surgeries/procedures
• Enters all updates, corrections and changes to scheduled surgeries/procedures
• Maintains provider schedules for designated unit and coordinates multiple physician schedules
• Acts as a resource to all department personnel including surgeons, nurses, proceduralist, administrators
• Coordinates daily with OR scheduling office
• Perform other duties as assigned

Education

PREFERRED

• Bachelor’s degree in Nursing is required

ESSENTIAL

• Master Degree in Health Care Administration or Business Administration is preferred

Experience

PREFERRED

• A minimum of 5 years of experience in perioperative area

ESSENTIAL

• Experience in surgical scheduling coordination or OR Nursing leadership prefrerred
• At least 1–2 years of supervisory or team lead experience preferred.