Job Details

Surgical Scheduling Coordinator

The primary and majority of the responsibility of this position is to ensure the scheduling of clinic surgeries and that the procedures run smoothly and are successful in supporting business activities. This position is the interdepartmental staff liaison between staff, providers and customer to ensure surgical scheduling and professional service and customer relations. This position is responsible for accurate charts, billable procedures, supplies and implants and enters data in support of accurate billing. This role is responsible for verification and collection of patient demographic information and procedural information. This role also performs a variety of day to day office, secretarial and clerical tasks in support of the department. This position is able to function with minimal supervision and demonstrates appropriate decision making skills within established guidelines. This role maintains strict confidentiality and utilizes discretion at all times.

Responsibilities

Surgery Scheduling

• Checks patient insurance eligibility, update demographics.
• Process varied types of payments from patients including but no limited to: co-pays, deductibles and co-insurance.
• Provides confidential administrative support to the department (relaying pertinent information regarding any potential problems)
• Corrects coding and billing for procedures/surgeries via BOS System.
• Collaborates with the OR team to ensure patients are added to the OR Schedule.
• Communicates pre-op procedures and presurgical testing to patients.
• Communicates with insurances to verify insurance benefits and obtain authorizations, as needed.
• Maintains reports involving any patient scheduling.
• Knowledge of legal and ethical considerations related to patient information.
• Ensures appropriate consents for care and authorization to obtain or release information are obtained.
• Coordinates and maintains an efficient office operation and performs responsible administrative duties of a complex and confidential nature to assist clinic leadership.
• Assists in coordination of department projects and participates in inter-departmental problem solving with other pees/customers to resolve various issues.
• Trains and orientates all appropriate office staff on front office responsibilities and completes daily assigned tasks and records daily activity.
• Attends staff and other meetings as required or requested.
• Maintains continuity of work and operations by documenting and communicating needed actions to management, discovering irregularities, determining continuing needs.
• Inventories and reorders all necessary departments equipment/supplies and maintains necessary inventory of floor stock items.

Administrative

• Schedules surgical, obstetric and endoscopy procedures, including associated pre-admission appointments as needed.
• Coordinates with Surgical Services, Anesthesia, Pathology, Radiology, Nuclear Medicine, Cath Lab, medical clinics and others with respect to surgical scheduling.
• Prepares reports for management and/or clinical teams as requested.
• Provides confidential administrative support to management and/or clinical teams as needed.
• Responsible for the gathering, revising and entering of data utilizing department required statistics/units/other.
• Responsible for data entry, meets and greets all customers using customer service guidelines in person and/or on the telephone.
• Perform clerical duties such as ordering, keyboarding, scanning, filing, photocopying and transcribing.
• May process time edits to the established guidelines.
• Maintains or supports current document control file.
• Responsible for conducting focused audis of each chart on the assigned date of service at FMC, as it related to patient charges
• Determines the FMC billable procedures and supplies from the documentation and enters the correct charges.
• Contact and work with external vendors

Patient Experience

• Anticipates and promptly responds to customer needs.
• Actively listens to the people we serve and co-workers. Responds promptly, reliably and in an understandable manner.
• Meets and greets all customers using customer service guidelines in person and/or on the telephone.
• Answers, evaluates and prioritizes incoming administrative line telephone calls, communicates effectively with callers obtaining complete and accurate information to determine the need(s) of the caller. Demonstrates value of customer's time by providing prompt and courteous service. Communicates when service delayed.
• Works to identify concerns and properly directs calls or solutions.

Compliance/Safety

• Responsible for reporting any safety-related incident in a timely fashion through the Midas/RDE tool; attends all safety-related training programs; performs work in a safe manner; monitors work environment for possible safety issues and ensures others are also performing work in a safe manner.
• Stays current and complies with state and federal regulations/statutes and company policies that impact the employee's area of responsibility.
• If required for the position, ensures all certifications and/or licenses are up-to-date and valid prior to expiration dates.
• Completes all company mandatory modules and required job-specific training in the specified time frame.

Qualifications

Education

• High School Diploma or GED- Required
• Associate's Degree- Preferred

Certification & Licensures

• Fingerprint application number - Required upon hire
• Fingerprint clearance card within 90 days of date of hire

Experience

• 2 years medical office or surgical scheduling comparative experience - Required
• 2 years customer service - Required
• Demonstrated understanding of medical terminology - Required
• Coding experience - strongly preferred
• Microsoft Windows workstation environments and MS Office products experience (i.e., MS Word, MS Excel, Outlook, etc.)- Preferred