Surgical Scheduler - 40 Hours, Day

Location: Winchester, MA
Job ID: 177884-1A
Date Posted: Sep 22, 2022
Category: Support

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Job Description

Welcome To

Welcome to Winchester Hospital, part of Beth Israel Lahey Health. Winchester Hospital was the first hospital in Massachusetts to earn Magnet recognition, the American Nurses Association’s highest honor for nursing excellence, three times. It has since received the recognition a fourth time. As the northwest suburban Boston area’s leading provider of comprehensive health care services, the 229-bed facility provides care in general, bariatric and vascular surgery, orthopedics, pediatrics, cardiology, pulmonary medicine, oncology, gastroenterology, rehabilitation, radiation oncology, pain management, obstetrics/gynecology and a Level IIB Special Care Nursery.


About the Job

GENERAL SUMMARY:  According to established policies and procedures, provides scheduling, general secretarial and administrative support for Surgeons in Surgical Specialty Practices.  Meets with patients to schedule surgery,pre op and post op appointments, analyzes block booking data to maximize usage, coordinates surgical and practice schedules, communicates with the OR staff to ensure all paperwork is processed in a timely manner, schedules equipment needed and additional resources needed for surgical procedures, obtains prior authorizations for surgical procedures and processes billing of patient charges. Supports the practice in various administrative functions.


Exemplifies Winchester Hospital’s values and Service Excellence standards.  Commits to making every encounter with our patients, patients’ family, co-workers, physicians and other customers the best that it can be.

Complies with all Winchester Hospital policies and the Code of Business Conduct. Takes responsibility for own safety as well as the safety of patients, patients’ family, co-workers, physicians and other customers.

Performs all duties of Surgical Specialty Practice Surgical Scheduler.

Coordinates scheduling of surgical procedures for the Surgical Specialty Practice. Reviews, analyzes and modifies scheduling blocks  to incorporate changes recommended by the OR Committee

Meets with patients to schedule surgery, coordinates date and time with patient, surgeon and OR.

Submits OR case request forms electronically and by paper via fax as required by hospital processes.

Maintains copies of all surgical case requests organized by surgeon and date to ensure optimal patient care and work flow.

Process prior authorizations for surgical procedures when required by insurance.

Obtains referrals for surgical procedures and office visits when required.

Schedules patients for pre admission testing.

 Schedules necessary equipment for scheduled surgical procedures with sales representatives.

Schedules necessary second surgeon or assist surgeon, coordinating with various surgical practices and the OR.

Schedules post op testing and appointments as required.

Creates reports, spreadsheets, and statistics to assist in analyzing block time utilization by surgeon or specialty and report to Practice Coordinator.

Tracks release of allocated block time, cancellation reports, and surgeon utilization reports (individually and group).  Makes recommendations to Medical Director and Practice Coordinator for block time review by the OR Committee.

Maintains procedure dictionary and updates data including new personnel, special equipment and new procedures.

Acts as a liaison with IS for Epic system upgrades and staff/provider concerns or questions.

Performs routine administrative tasks necessary.

Promotes communications and problem solving with OR team and providers regarding scheduling of surgical cases.

Participates in the following:
Mandatory training requirements as per practice policies
Continuing education/inservices to enhance knowledge
Staff meetings
Performance improvement initiatives
Orientation of new staff, students and/or volunteers


Shift: Day

Hours: 40 Hours Weekly

About Us

Beth Israel Lahey Health is dedicated to improving health and wellness and making a difference in the lives of our patients, their families and all members of the communities we serve.  Formed in March 2019, Beth Israel Lahey Health is a patient-centered, integrated care delivery system providing a continuum of services spanning academic, tertiary and community hospitals, dedicated orthopedic and psychiatric hospitals, primary and specialty care, community acute care, ambulatory care, behavioral services and home health.  Beth Israel Lahey Health Performance Network is a unified joint contracting and population health management organization, jointly governed by participating physicians and hospitals.

Equal Opportunity Employer/Minorities/Females/Disabled/Veterans.