Control Desk Coordinator-Surgery Main

Job Objective:

Coordinates and maintains accurate surgery/procedure schedules, facilitating communications among surgeons, anesthesiologists, and perioperative staff, and ensuring efficient use of operating room resources. Requires strong organizational skills, attention to detail, and proficiency with electronic scheduling systems to support safe, timely and cost-effective surgical care.

Essential Responsibilities:

• Demonstrates compliance with Code of Conduct and compliance policies, and takes action to resolve compliance questions or concerns and report suspected violations.
• Collaborates with centralized scheduling, EDOSC surgery scheduling, Surgeons and Anesthesiologists and OR leadership to coordinate urgent or emergent add-on cases and communicate changes. 
• Utilizes Epic Optime scheduling and related communication tools for accurate and efficient scheduling.
• Reviews and releases daily schedules after reviewing for accuracy with RN Supervisor/Manager or designee.
• Updates and adjusts operating room schedules in EPIC Optime as directed, ensuring accuracy, proper case sequencing with resource availability. 
• Reviews schedule in advance for incomplete documentation, missing authorizations or  critical clinical information and resolved discrepancies promptly .
• Completes confirmation calls with vendors and clients in collaboration with Specialty Techs and Supervisors.
• Schedules accurately to prevent operative delays, conflicts and case cancellations.
• Handles customer communication, positive and negative, by means of receiving calls, meeting with customers, data input, written/verbal communication, problem delegation/resolution, process improvement initiatives, and statistical reporting.
• Captures scheduling requests from surgeons and proceduralists  promptly whenever feasible.  
• Keeps the OR leadership, Surgeons, Anesthesiologists, and surgical team members informed of surgical issues, changes and updates. 
• Oversees the Central OR desk by directing OR room assignments, managing incoming departmental calls, and serving as a  liaison between surgeons, anesthesia, other departments, vendors, and staff.
• Collaborates with OR leadership to organize and maintain daily surgical implant sheets.
• Notifies and confirms vendor participation in surgical cases including case time, date and required implants and instrumentation.
• Coordinates with Sterile Processing and Materials Management departments regarding case updates to ensure readiness of medical supplies and surgical instruments.
• Partners with the Central Service department and OR Charge Nurse  to verify availability of all required instrumentation and implants for surgical cases.
• Works directly with the surgical team through collaboration to achieve safe efficient schedule and optimized patient care.
• Ensures all surgeons and proceduralists are credentialed and privileged for add-on and scheduled cases.
• Verifies all devices and equipment brought in for procedures are inspected by Biomedical Engineering prior to patient care and promptly reports of any equipment concerns/issues.
• Manages vendor relations and coordinates the tracking, receiving and verifying of vendor loaner trays.
• Supports cost savings effort by negotiating discounts with all vendors in collaboration with Materials Management.

Essential Skils:

• Excellent customer service skills with patients, co-workers and customers
• Establishes and maintains effective working relationships
• Analyses situations accurately and takes effective action
• Ability to make informed decisions under pressure, prioritizing actions to address urgent matters effectively
• Written and verbal communication skills
• Proficient computer skills, including Microsoft Office applications with emphasis on Excel and Word
• Organizational skills and computer data entry skills
• Knowledge of Medical Terminology
• Knowledge and ability to create excellence in service