Perioperative Flow Coordinator

Job description

Company Description UHN is Canada’s #1 hospital and the world’s #1 publicly funded hospital. With 10 sites and more than 44,000 TeamUHN members, UHN consists of Toronto General Hospital, Toronto Western Hospital, Princess Margaret Cancer Centre, Toronto Rehabilitation Institute, The Michener Institute of Education and West Park Healthcare Centre. As Canada's top research hospital, the scope of biomedical research and complexity of cases at UHN have made it a national and international source for discovery, education and patient care. UHN has the largest hospital-based research program in Canada, with major research in neurosciences, cardiology, transplantation, oncology, surgical innovation, infectious diseases, genomic medicine and rehabilitation medicine. UHN is a research hospital affiliated with the University of Toronto. UHN’s vision is to build A Healthier World and it’s only because of the talented and dedicated people who work here that we are continually bringing that vision closer to reality. www.uhn.ca Job Description Union: Non-Union New or Replacement: New Site: Toronto General Hospital Department: Operating Room Reports to: Nurse Manager Wage Range: $28.42 - $35.52 per hour. Hours: As Required Shifts : Rotating Shifts, Days/Evenings/Nights/Weekends/Statutory Holydays Status: Casual Closing Date: June 11, 2026 Position Summary: The Perioperative Flow Coordinator performs detailed administrative functions required to maintain the automated OR scheduling system according to established surgery scheduling protocols, and, is the main point of contact for all schedule requests, (both scheduled and emergent), surgery date changes, cancellations, surgical add-ons, and all general inquiries related to the OR Schedule. Emergency surgeries include transplant, inpatient and external surgical cases (ex. Critical, ORNGE, etc). This role helps ensure optimal care delivery and coordination of surgical patients to ensure efficient, timely surgical care and optimal utilization of TG ORs. Cases are extremely time sensitive, including Level I – risk of loss of life or limb, and require a higher level of critical thinking, time management and communication skills to ensure an efficient admission and surgical intervention. As a critical member of the OR department, working in collaboration with the OR Team Lead, the primary responsibilities of the Perioperative Flow Coordinator include: utilizing critical thinking and knowledge of surgical procedures to recognize and respond appropriately to urgent/emergent situations; creating and updating master OR schedule in the Epic scheduling system; creating and updating the electronic patient record; performing unit specific activities to ensure the effective operation of the unit; performing cross-functional responsibilities, as required; performing cross-functional duties, as assigned and/or requested performing other duties consistent to the job classification, as required. Responsibilities: Emergency Surgeries: utilizes critical thinking and knowledge of surgical procedures to recognize and respond appropriately to urgent/emergent situations. Receives calls from internal and external sources for incoming emergency/transplant surgeries. Coordinates with inpatient units, emergency department, Trillium Gift of Life, and other (external) hospital departments to efficiently process incoming patients. Assigns case numbers ensuring accuracy and consistency among the various reporting tools. Reviews availability of OR rooms and books appropriate room based on surgery required (ex. Robotics, laser, etc.). Cancels scheduled procedures to accommodate emergency/priority cases and notifies medical professionals of cancellations. Notifies on-call clinical/medical professionals, calls other hospital units, to assemble surgical team based on the type of surgery required. Notifies OR Team Lead for live donor and transplant emergency surgeries. Orders required case cart (custom packs and instrumentation) from MDRD and other items required for the surgery. Acts as one of two a verifiers in accordance with Health Canada policies of shipped living donor kidneys received from medical escort for organ check-in process. General OR Schedule and Coordination: creates and updates master OR schedule in the scheduling system. Obtains preliminary operating room scheduling information from clinical and surgical services and enters into Epic Optime according to the system requirements. Determines the case order in which the patients are scheduled, by reviewing procedures, time needed, and type of operating room required and schedules patients in accordance with the Operating Room Utilization – Allocation, Scheduling, and Booking policy. Schedules cases using the Snapboard, Case Entry, and pertinent day-to-day functionality like shuffling, rearranging, removing, canceling, and voiding of cases within Epic according to protocols for patients with special care requirements such as latex sensitivity or special equipment. Posts add-on cases and emergency cases to scheduling system as required; reviews cases as rooms becomes available. Coordinates and schedules cases in an effort to maximize the efficiency and utilization of OR suites, surgeon and anesthesiologist availability, and other related resources; enters and updates procedure data, as well as monitoring, verifying, editing, confirming and distributing final schedules. Extensive contact with clinical staff affiliated with surgical services is required. Collaborates with managers, including Perioperative management team, to make any adjustments to the schedule and communicates changes to surgeons’ offices and others, as appropriate. Actively seeks information to understand patient circumstances and requirements by interpreting information received from the Preadmission Clinic and inserting same into the OR schedule. Monitors tentative schedules for missing cases and discrepancies in type of room and equipment assigned for specific procedures and contacts appropriate service to confirm or resolve. Schedules and maintains surgeons block times and releases to ensure their availability for required surgeries. Prints preliminary and final schedules for OR on a daily basis, forwards final schedule to shared drive, and makes copies and distributes as appropriate. Participates in the OR planning meetings as well as daily staffing huddles with TG OR leadership to obtain approval of the next day/week surgical schedule. Information Management: creates/updates electronic patient record. Creates and updates patient/surgical case, including extracting patient data from EPIC Optime and In-puts into operation room information. Interprets information from surgical booking forms and converts surgical procedure to a scheduled surgical case using OR scheduling software and according to various operational considerations. Accesses protected health information (PHI) in accordance with hospital policy and procedures. Performs unit specific activities to ensure the effective operation of the unit Communicates with Medical Device Reprocessing Department to coordinate surgical case carts for patients going to the OR. Communicates the need for special instruments, supplies, and equipment to nursing/MDRD personnel. Contacts inpatient floors to coordinate patients to be transported to the OR. Participates in regularly scheduled Perioperative committees to improve operational performance leading to better patient outcomes and greater patient satisfaction. Identifies scheduling barriers and implements solutions to improve scheduling results. Attends all in-services and various other educational programs to extend knowledge of new surgical procedures via new technologies and products, and, process changes invoked by Surgical Services Leadership, OR software upgrades and operational enhancements. Performs cross-functional and/or other duties consistent with the job classification, as assigned or requested. Works in compliance of the Occupational Health & Safety Act and its regulations, reporting hazards, deficiencies and contravention’s of the Act, in a timely manner. Qualifications Education: At minimum, completion of a 2 years community college program in medical office administration or recognized equivalent required. Experience: At minimum over two years up to 3 years of practical and related experience and / or on the job training required. Previous mainframe, word processing, database and spreadsheet experience required . Knowledge of medical terminology required . Must possess excellent critical thinking and sound judgement, problem-solving skills, strong oral and written communication skills, ability to follow specific instructions, and able to work independently on assigned duties. Ability to establish and maintain effective working relationships with physicians, clinical staff, management, and peers. Good analytical skills to assess multiple variables and their combined effect on cost and efficiency. Must possess excellent customer service skills with effective written and verbal communication skills. Knowledge of efficiency targets and tracking of data related to surgical requests. Ability to effectively use applications such as e-forms, spreadsheets, database software and email in performing work assignments. Knowledge of medical terminology and surgical procedures of a multi-specialty surgery center. Proficient user of computer systems with working knowledge of surgery scheduling computer applications. Demonstrate customer service skills, customer focus abilities. Excellent planning and organizational skills. Ability to work with a high degree of accuracy and attention to detail. Ability to work well under pressure. Knowledge of healthcare processes with patients and physicians and proficient knowledge of scheduling guidelines specific to surgical services. Minimum of two years or more of hospital operating room scheduling experience, preferred . Additional Information Why join UHN? In addition to working alongside some of the most talented and inspiring healthcare professionals in the world, UHN offers a wide range of benefits, programs and perks. It is the comprehensiveness of these offerings that makes it a differentiating factor, allowing you to find value where it matters most to you, now and throughout your career at UHN. Competitive offer packages Government organization and a member of the Healthcare of Ontario Pension Plan (HOOPP https://hoopp.com/) Close access to Transit and UHN shuttle service A flexible work environment Opportunities for development and promotions within a large organization Additional perks (multiple corporate discounts including: travel, restaurants, parking, phone plans, auto insurance discounts, on-site gyms, etc.) Current UHN employees must have successfully completed their probationary period, have a good employee record along with satisfactory attendance in accordance with UHN's attendance management program, to be eligible for consideration. All applications must be submitted before the posting close date. UHN uses email to communicate with selected candidates. Please ensure you check your email regularly. Please be advised that a Criminal Record Check may be required of the successful candidate. Should it be determined that any information provided by a candidate be misleading, inaccurate or incorrect, UHN reserves the right to discontinue with the consideration of their application. UHN is an equal opportunity employer committed to an inclusive recruitment process and workplace. Requests for accommodation can be made at any stage of the recruitment process. Applicants need to make their requirements known. We thank all applicants for their interest, however, only those selected for further consideration will be contacted.