Operating Room Coordinator - Anesthesia and Critical Care

Responsibilities:

• Provides administrative support to the Clinical Director.
• Prepares daily draft of operating room assignments for anesthesia personnel for subsequent approval by the clinical and education directors of the Department of Anesthesia. 
• Provides communication support (telephone/pager/facsimile data) from Patient care areas and professional staff to anesthesiologist functioning as the daily operating room coordinator 
• Provides communication link between Department of Anesthesia faculty, residents, and CRNAs with regards to clinical responsibilities. 
• Types and generates reports, letters, and statistical data for OR and patient related matters as required by anesthesia personnel delivering patient care. 
• Communicates operating room related clinical advisories or warnings and emergency messages from HUP Administration to anesthesia personnel. 
• Maintain files for and displays as needed, documentation of anesthesia related emergency procedures and special situation protocols, list of available personnel and contact numbers. 
• Provide administrative and functional support for clinical trial equipment to include: scheduling training for service equipment, manage paperwork and work with equipment sales representatives. 
• Maintain and review clinical protocol paperwork with new employees. 
• Collect compliance and billing related documents. 
• Stock Operating Room with necessary forms and items regarding patient care (Consent forms, “Blood banks specimen” labels, difficult airway forms etc.) 
• Order supplies and forms for Anesthesia department 
• Assist all new staff and incoming residents with onboarding process which includes: coordinating with Peri-op services, Nursing and Pharmacy to ensure staff and residents have access to locker rooms, scrub machines, RFID cabinets, Omnicells and locker assignments 
• Performs duties in accordance with Penn Medicine and entity values, policies, and procedures 
• Other duties as assigned to support the unit, department, entity, and health system organization
• Participates in the daily OR scheduling meeting as the anesthesia representative, communicating anesthesia-related scheduling needs, changes, and concerns to the daily schedule maker.
• Tracks and follows up on anesthesia assignment requests, including complex cases requiring specialized anesthesia care or additional clinical review, and communicates needs to the appropriate anesthesia personnel.
• Works with the Education Manages to coordinate non-Anesthesiology operating room rotators. Obtains annual OMFS, OM, and Plastic Surgery resident rotation schedules from departmental coordinators; creates and distributes the annual schedule to the scheduling team; ensures OMFS requirements are completed before the scheduled rotation; and schedules anesthesia-specific PennChart training for OMFS rotators only.
• Coordinates the Department of Anesthesiology and Critical Care (DACC) one-day Shadowing Experience for students seeking to shadow faculty in the operating room. Tracks requests, communicates requirements to prospective OR guests, guides guests through Occupational Health requirements, and confirms visit details with guests and the faculty coordinator.
• Works closely with the Anesthesia Education Office (AEO), Safety Officer, and Education Manager to ensure Anesthesiology housestaff training compliance. Communicates deadlines and tracks completion of mandatory Knowledge Link training and Occupational Health requirements, including vaccination and ACLS requirements.
• Participates in the orientation of new anesthesia employees, providing education regarding scheduling processes, departmental workflows, communication procedures, and required clinical documentation.
• Creates and maintains a .vcf file of important contacts outside the department, including coordinators, blood banks, and pharmacies at each hospital, for distribution to new faculty during onboarding.
• Coordinates with faculty, CRNA, and educational leadership to maintain a current reference list of active clinical staff and contact information. Creates and maintains a .vcf file of staff telephone numbers to keep key departmental phones (MORC/HORC/NAC) updated.
• Maintains paper anesthesia downtime forms and other required downtime materials in each operating room. Checks folders monthly to ensure all required forms are present, current, and readily accessible when electronic systems are unavailable.
• Enters and maintains daily anesthesia OR assignments in EPIC, ensuring accurate, timely communication of assignments and staffing changes to the appropriate clinical personnel.

Credentials:

Education or Equivalent Experience:

• H.S. Diploma/GED (Required)
• 3+ years A combination of education and experience will be considered.