Operating Room (OR) Booking and Scheduling Clerk 5

Work Area: 
Casual coverage for multiple areas (DT Procedure Room, Surgical Day Care, OR)
Base Site: 
Mt St Joseph Hospital
Job Category: 
Acute Care Hospital
06:30-14:30, 06:45-14:45, 07:00-15:00


Reporting to the Patient Care Manager or designate, the position schedules and books appointments by receiving request, making follow-up appointments and canceling or adjusting appointments utilizing the computerized Admission Discharge Transfer (ADT) System and/or Patient Care Administration System in the support of the delivery of patient care. The position schedules surgical procedures utilizing the computerized Operating Room Management Information System (ORMIS), identifies available bed booking options, prepares and edits the preliminary Operating Room slate, and completes and distributes the final slate to the designated areas. The position compiles, maintains, and distributes designated operating room usage statistical data and surgical waitlists utilizing computerized systems, admits patients by obtaining personal patient information, and prepares and maintains patient charts. Performs clerical duties such as maintaining departmental filing systems and office supplies, faxing and photocopying, sorting mail and typing material such as correspondence and consult letters utilizing word processing software.


Ability to keyboard 40 wpm.

Knowledge of medical terminology.

Ability to communicate effectively both verbally and in writing.

Ability to deal with others effectively.

Physical ability to carry out the duties of the position.

Ability to organize work.

Ability to operate related equipment.


Grade 12 plus three years’ recent related experience or an equivalent combination of education, training, and experience.


Schedules and books appointments by methods such as receiving appointment request or referral, entering patient information into the computerized Admission Discharge & Transfer system and/or Patient Care Administration system, booking a time slot, making follow-up appointments, cancelling or adjusting patient appointments, booking appropriate tests, and contacting patients to provide pre-appointment instructions as appropriate. Schedules surgical procedures by methods such as receiving booking requests from physicians, reviewing booking package for completeness, checking pre-admission forms for accuracy of information such as patient demographics, length and type of procedure, following up on missing information, and entering pertinent data into the computerized patient information system and ORMIS to initiate patient waitlists. Maintains filing system for all surgical procedure booking requisitions be methods such as creating files, making labels and indexing as appropriate, establishing bring forward systems, and filing and purging material according to established procedures. Prepares Operating Room Slate utilizing an operating room scheduling component of ORMIS by methods such as compiling booking and scheduling information, identifying available booking options, assigning surgical cases according to allocated operating room time and post anaesthetic recovery (PAR) bed availability, entering patient data into computer, printing, and distributing booking information to designated areas. Communicates and collaborates with personnel such as operating room staff, PAR staff, slating anaesthetists, physician’s offices and Pre-Admission Clinic to determine operating room assignments, optimize utilization of operating room time, confirm booked procedure, identify any discrepancies/changes and facilitate daily slate revisions. Edits slate by identifying errors or conflicts such as procedure coding, equipment availability or length of case, assigning extra cases to the slate in accordance with cancellations or unused operating room time and adjusting slate as required to ensure optimal booking time. Confirms final booking assignments with designated personnel and forwards bookings to Operating Room for coding and equipment check to ensure procedure codes and case cart configurations are correct. Distributes copy of final slate to appropriate areas by printing copy of report from computer and forwarding completed slate to Printing for duplication and final distribution to designated areas. Admits patients by performing duties such as interviewing patients, obtaining patient information such as personal details, entering information into the ADT and/or Patient Care Administration systems according to established procedures, printing out keyed data as required for consent form, explaining consent forms to patients, and obtaining required signatures. Prepares and maintains patient charts by performing duties such as filing material as required, reviewing files to ensure procedures are booked and results are in the files and pulls patient charts for physicians as requested. Maintains departmental filing system for materials such as correspondence, reports, billing information, records of equipment maintenance and office supply requisitions by performing duties such as creating and labeling files, filing material as appropriate and retrieving information for designated personnel as required. Maintains office supplies by performing duties such as identifying depleting stock, completing purchase requisition according to established protocols and forwarding to Operations Leader for authorization. Compiles, maintains and distributes designated operating room usage statistical data and surgical waitlists by methods such as gathering information, inputting data into the computerized systems, and generating operational reports utilizing word processing and spreadsheet software. Forwards statistical data to designated personnel in accordance with established procedures. Performs clerical duties such as faxing and photocopying, and sorts mail and greets visitors as required. Types material such as correspondence, consult letters, labels and lists, utilizing word processing software, from written drafts and/or revisions. Performs other related duties as assigned.