Department Operating Room Scheduler and Patient Care Navigator
Case Western Reserve University

Job Info

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POSITION OBJECTIVE

Working under general direction, the Department Operating Room Scheduler and Patient Care Navigator coordinates clinical functions and patient care in the Department of Oral and Maxillofacial Surgery (OMS), including but not limited to operating room scheduling, insurance precertification for clinical and hospital based procedures, and helping patients navigate through the entire perioperative period. This position is essential to the educational goals of the surgical residency program as well as the dental student experience in the OMS clinic.

ESSENTIAL FUNCTIONS

1. Coordinate department operating room, clinic calendar and schedules so that faculty, resident, and student schedules are efficient and productive. Coordinate care of University Hospitals (UH) and all other affiliated facilities operating room patients and assure proper booking and coding of these cases. (40%)
2. Coordinate insurance precertification of surgery and imaging studies as directed by the faculty and residents. Arrange perioperative medicine visits as directed. Arrange to obtain medical records as directed by the faculty and residents. (20%)
3. Provide telephone coverage of both clinic phone lines and message dissemination for department in a timely manner. Patient phone calls must be returned the same day. Forward clinical questions to a clinician in a timely manner. Coordinate patient education and coordinate faculty/resident/student responses to patient telephone calls and other clinical inquiries. (15%)
4. Delegate a clinic dental assistant to do the following tasks: Maintain a monthly record of dental student experiences in the OMS clinic. Maintain files of dental student competency results and regularly update the course director and PCC Supervisor. Oversee DMD student assignments to OMS clinic, assuring compliance with clinic policies, attendance, and recording of experiences. (10%)
5. Serve as a positive motivator to staff and work with supervisor to promote a more positive morale. Assist the staff in addressing issues as they arise and promote teamwork. Assure that the staff is productive and gainfully kept busy. (10%)

NONESSENTIAL FUNCTIONS

1. Cross cover the reception desk and department administrator as needed or directed by the faculty. (5%)
2. Perform other duties as assigned by the department chair. (1%)

CONTACTS

Department: Daily contact with department chair, clinic RN manager, faculty, staff, residents, students, cashiers, dispensary staff, receptionists, and all graduate department specialty clinics.

University: Infrequent contact with the purchasing departments.

External: Daily contact with patients and parents, University Hospital staff members, multiple insurance carriers, billing service, and vendors on a daily basis. Contact with other affiliated hospitals and surgery centers as needed.

Students: Daily contact with graduate students, residents, and DMD students.

SUPERVISORY RESPONSIBILITY

Oversee dental assistants with regards to supplies, productivity, and cleanliness/readiness of the clinic when department nurse manager is not present.

QUALIFICATIONS

Experience: 3 or more years of experience required. Dental and/or medical coding experience preferred.

Education: High school education required. Associate's or Bachelor's degree preferred.

REQUIRED SKILLS

1. Strong administrative and organization skills are required, with the ability to multi-task several projects simultaneously, and complete such projects by assigned deadlines.
2. Interpersonal skills are a must, as interactions with patients, University Hospitals staff, School of Dental Medicine staff, other affiliated surgical sites, and faculty will occur on a daily basis. Ability to communicate with difficult patients is important.
3. Must be able to maintain confidential information including patient information, letters, reports, memos, etc.
4. Strong oral and written communication skills.
5. Ability to work in a fast-paced environment.
6. Strong attention to detail is critical.
7. Basic knowledge of computer software.

WORKING CONDITIONS

Time and accuracy pressures will be frequently involved with most of the responsibilities. Flexibility with hours will be required as patient care typically extends into lunch, and past 5PM, especially with faculty.

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