OT Coordinator

Job Description

Coordinates and manages the scheduling of procedures, ensuring that all necessary resources are available.

• Uses scheduling software (OR module) to allocate time slots based on procedure types, duration, and resource availability.
• Prioritizes urgent cases to optimize patient flow and resource utilization.
• Addresses scheduling conflicts and operational issues, working proactively to resolve any challenges.
• Reviews and adjusts scheduling protocols based on feedback, data analysis, changes in service demand, and physician trends.
• Creates a daily list of scheduled and additional surgeries for all relevant parties.

2. Slot Management:

• Allocates specific time slots for different surgeries and specialties to improve predictability.
• Adjusts schedules dynamically to accommodate emergencies or changes in patient needs as per protocols without disturbing scheduled surgeries.
• Tracks slot utilization rates and procedure duration throughput to identify trends and areas for improvement.
• Ensures equipment, staff, and facilities are available for scheduled procedures.
• Ensures an efficient transition from the operating room to recovery to keep the schedule on track.
• Generates reports to analyze scheduling efficiency and patient outcomes.
• Develop a mechanism for overbooking slots to compensate for the no-shows and the add-on.

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3. Documentation and quality improvement:

• Maintains accurate records of scheduled procedures, patient information, and resource allocation.
• Monitors compliance with safety protocols and regulatory standards in the scheduling process.
• Generates reports on scheduling metrics, resource utilization and patient outcomes as needed
• Identifies inefficiencies in the scheduling process and slot availability and proposes solutions to enhance operational productivity.
• Participates with a multidisciplinary team in a quality improvement initiative to enhance workflow and improve patient and staff satisfaction.
• Stays informed about best practices in surgical scheduling and apply relevant strategies to the OR.
• Assists in maintaining the accreditation standards and participates in audits as needed.

4. Collaboration and Communication:

• Works closely with surgeons, nurses, and other healthcare professionals to ensure smooth workflow and patient flow.
• Maintains clear communication between departments (e.g., radiology, surgery, outpatient, administration personnel) to coordinate schedules, manage changes, and avoid conflicts.
• Works closely with case managers and identifies priorities and preferences that deliver the best outcome.
• Ensures in collaboration with the multidisciplinary team the availability of all resources required for procedures.
• Maintain a positive and proactive approach to challenges.

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Skills and Abilities:

• Manages work pressure and able to work in a team effectively
• Working knowledge of performance improvement processes and international standards
• Good computer skills and data entry ability, with knowledge of MS Excel, MS Outlook, MS Word, etc.
• Good analytical and problem-solving skills
• Good interpersonal and customer care skills
• Good and accurate records keeping

Experience:

Clinical practice with at least 2 years’ experience of nursing in a clinically complex tertiary center for BSN graduates and 3 years minimum for Diploma

Education:

Diploma in Nursing, Bachelor Degree in Nursing preferred

Licenses / Certifications:

License from the country of origin, License for practice as per the regional health regulatory authority e.g. (SCFHS / DHA), BLS, ACLS and other LSTC courses as applicable.

COMPETENCIES:

• Adaptability & Resilience
• Accountability & Role Understanding with Accreditation Knowledge
• Teamwork and Relationship Building with Cultural Alignment
• Talent Management and Development
• Compassionate and Effective Communication