Job Details

We are currently hiring for a Surgical Care Coordinator I for our Perianesthesia Department. This is a 1.0FTE, 8-hour day shift. This is a remote position with requirement to come onsite for team meetings, check in meetings with providers and other St. Paul on-campus duties.

This positionexists to provide comprehensive and coordinated support for patients and families who need Gillette's surgical care services. This position is highly collaborative with patients and their families, providers both internal and external to Gillette Children's, as well as other internal departments including Charge Integrity, PeriAnesthesia, and Surgical Services. This position is expected to promote and maintain excellent customer service while aiding in surgical care coordination.

• Appointment scheduling: Active outreach to assigned patient populations, holistic and timely carecoordination of pre- and post-operative services o
• Data entry: Assist in management of surgical bluesheet application, transcription of requested outpatient services from paper surgical order to the patient's electronic medical record o
• Pre-surgery planning: Standardized guidance and information provided including NPO instructions, arrival times, necessity for history & physical and additional required testing
• Quality improvement: Navigation of surgical coordination amid evolving process improvement to align with organizational strategic initiatives, oversight of Patient Reported Outcomes Surveys (PROs) for enrolled providers
• Between-visit support: Active outreach to patients/families based on delegated tasks from surgeons, preop/charge nursing, and surgical services coordinators

Specific duties are determined by the work setting or patient population served; however, in all positions, serving patients with challenging and complex conditions requires a concentration of specialized staff able to work in highly coordinated teams. Care is organized around each patient's condition; this requires staff at multiple levels and across many departments to exhibit exceptional teamwork qualities including efficient and effective communication, and adopting behaviors required for high functioning integrated teams.

Compensation & Benefits Information

The hourly wage for this opportunity is $23.98to $35.97, with a median wage of $29.98. Pay is dependent on several factors including relevant work experience, education, certification & licensure, and internal equity. Hourly pay is just one part of the compensation package for employees. Gillette supports career progression and offers a competitive benefits package that includes a retirement savings match, tuition and certification reimbursement, paid time off, and health and wellness benefits for .5 FTE and above.

Core Responsibilities and Duties

Care Coordination & Collaboration

• Utilizes effective and professional communication methods with patients, caregivers, and healthcare teams across all specialties at Gillette
• Maintains integrity of the Bluesheet application that houses the entirety of the organization's surgical cases
• Ensures accurate information is recorded, necessary processes are followed, and appropriate information is shared and available as needed to a variety of departments dedicated to a patient's surgical journey
• Collaborates daily with internal teams (prior authorization, patient accounting, surgical services coordinators, charge, pre-op and clinic nursing, physician admins, providers, and inpatient leaders) to ensure surgical & financial preparedness, patient safety, and outcomes
• Collaborates with external teams (equipment vendors, contracted providers/admins, and other healthcare entities) to meet our patient's unique needs
• Ensures pre-operative care is scheduled timely to avoid unnecessary changes to surgical plan

Patient-Centered Care

• Proactively communicates with patients and families for surgery scheduling, pre and post-operative planning, and other logistics associated with preparing for surgical intervention
• Ensures post-operative care is scheduled prior to the date of surgery to avoid the need for scheduling intervention during that time and promote patient healing
• Facilitates support for families in obtaining ancillary support associated with surgical interventions (financial support, transportation, room & board, social work, etc.)
• Leverages technology as appropriate to reach families in meaningful ways
• Key contributors to Patient Reported Outcomes (PRO) surveys for enrolled providers, used to advance practices related to surgical intervention
• Addresses urgent surgical needs in collaboration with nurses and providers
• Provides feedback to providers and specialty groups about potential barriers related to surgical coordination for improved patient experience
• Leverages internal resources and communicates hand-off needs as appropriate to ensure plan of care is met

Accurate and Efficient Work - Demonstrates accuracy, efficiency, and completeness in products and processes. Performs tasks with appropriate urgency and accuracy while reducing waste through proactive time management.

• Coordinates and schedules all aspects of surgical cases including surgeon schedule, patient family schedule, operating room space, additional surgeon(s), reservation of specialized tables or other equipment, IOM (Inter-Operative Monitoring), creation of financial encounter for admissions post-surgery, etc.
• Responsible for scheduling patient surgeries and ensuring that all demographic and insurance information is entered accurately in the EMR (Cerner) and that relevant parties are notified
• Documents status of work within Bluesheet application • Proactively engages with families upon order receipt with minimal delays to care
• Coordinates PrePARE (comprehensive exam to ensure surgical readiness by a pediatric provider), pre-op and post op appointments in alignment with standard timeframe.
• Manages and responds to inquiries in shared and operational inboxes daily
• Seeks greater depth of knowledge in system functionality to contribute solutions for systems use
• Demonstrates competency across multiple specialties, illustrated by consistent, holistic patient scheduling
• Takes initiative and is proactive in assisting the team to align around standard work process to ensure work is prioritized and completed accurately and timely

Relationship & Team Building

• Establishes and maintains good working relationships with all members of the healthcare team
• Maintains a direct pathway of communication with assigned providers whenever possible, minimizing handoffs and risk for misinformation
• Participates in and contributes to departmental and/or organizational meetings
• Celebrates diversity of experience, thought, and ideas of peers illustrated through communication that seeks to understand versus assumption-based dialog

Qualifications

Required

• Bachelor's Degree or four years previous healthcare or surgery scheduling experience

Knowledge, Skills and Abilities

• Strong organization and time management skills, including the ability to independently organize work and set priorities
• Exhibits flexibility in adjusting priorities to accommodate time sensitive requests
• Demonstrates autonomous problem-solving
• Knowledge and understanding of basic medical terminology
• Strong verbal and written communication, computer aptitude, and customer service skills
• Ability to work successfully with a variety of work styles
• Ability to maintain a high level of confidentiality

At Gillette Children's, we foster a culture where every team member feels a sense of belonging and purpose. We are dedicated to building an environment where all feel welcomed, respected, and supported. Our values are embedded at the heart of our culture. We act first from love, embrace the bigger picture, and work side-by-side with our patients, families, and colleagues to help every child create their own story. Together, we work to ensure patients of all backgrounds and abilities reach their full potential.

Gillette Children's is an equal opportunity employer and will not discriminate against any employee or applicant for employment because of an individual's race, color, creed, sex, religion, national origin, age, disability, marital status, familial status, genetic information, status with regard to public assistance, sexual orientation or gender identity, military status or any other class protected by federal, state or local laws.

Gillette Children's is a global beacon of care for patients with brain, bone and movement conditions that start in childhood. Our research, treatment and supportive technologies enable every child to lead a full life defined by their dreams, not their diagnoses.

To learn more about working at Gillette Children's, please visit

Gillette Children's participates in the U.S. Department of Homeland Security (DHS) E-Verify program which is an internet-based employment eligibility verification system operated by the U.S. Citizenship and Immigration Services. If E-Verify cannot confirm that you are authorized to work, Gillette will give you written instructions and an opportunity to contact DHS or the Social Security Administration (SSA) to resolve the issue before Gillette takes any further action. Please visit for further details regarding E-Verify.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.