Georgetown Surgery Center - Business Office Specialist

About the Surgery Center

At Georgetown Surgery Center, excellence meets compassion in the realm of healthcare. We offer a diverse array of surgical specialties designed to cater to unique healthcare needs. Our multi-specialty team comprises dedicated experts committed to delivering outstanding care and tailored solutions across a wide spectrum of surgical disciplines, including gastroenterology, orthopedics, general surgery, spine surgery, pain management, ENT, and specialized procedures for hand, foot, and ankle conditions. Our specialized Total Joint Program for knees, hips, and shoulders reflects our commitment to offering the highest quality care for mobility and well-being.

Patient-centered care is our guiding principle. We listen to your unique healthcare needs and collaborate closely to create personalized treatment plans, characterized by empathy, understanding, and dedication to your health and well-being.

About Regent Surgical Health

Since 2001, Regent Surgical Health has been a leader in developing and managing successful surgery center partnerships between hospitals and physicians. We continually improve and evolve the ASC model based on changing market conditions to stay ahead of emerging trends. Our team has developed proprietary ASC ownership models that ensure long-term clinical and financial success for both physicians and hospitals.

About the Role

Under the direction of the Business Office Manager or Center Administrator, the Business Office Specialist (BOS) assumes responsibility for multiple business office functions based on the needs of the Center. These functions may include insurance verification, front desk coordination, surgery scheduling, medical records coordination, collection of financial responsibilities, and administrative assistance. This role requires strong communication with patients, internal colleagues, and physician’s offices, attention to detail, and knowledge of healthcare insurance plans, billing procedures, and other primary functions associated with a medical practice. This role also serves as a platform for cross-training of Business Office colleagues.

Responsibilities

• Front desk coordination:
  • Answer and triage phone calls, greet and speak with patients and family members in a friendly and compassionate manner.
  • Monitor the main entrance and serve as the first point of contact for all visitors at the Center; maintain daily visitor log.
  • Prepare welcome packets and necessary documentation for next-day cases.
  • Provide welcome packets, check-in patients including collecting and scanning documents, verify and input patient data.
  • Print estimate forms, obtain patient signatures, collect payments as needed, or set up payment plans.
  • Give appropriate instructions to patients and family members at the time of admission regarding expectations of the day.
  • Appropriately record information in the patient’s medical record, including downloading information from EHR/paper chart to EMR.
  • Responsible for vendor credentialing and access of vendors to the Center.
  • Maintain waiting area and the front desk in a neat and orderly manner.
• Surgery scheduling:
  • Receive and review surgery requests from surgeon’s offices and ensure all information is complete and entered into EMR.
  • Coordinate with surgeons, patients, and the surgical team to ensure smooth scheduling and efficient use of resources.
  • Resolve scheduling conflicts as they occur and manage late bookings.
  • Obtain pre-authorizations, collect demographics, and relevant documents needed for booking the case.
  • Record special equipment or implants as needed for surgical procedures and notify appropriate parties, including pain blocks, anesthesia, and neuromonitoring.
  • Manage and maintain block scheduling; review statistics associated with block utilization and provide recommendations based on trends.
  • Maintain accurate and up-to-date patient records and documentation.
• Insurance Verification:
  • Verify insurance coverage by confirming patient’s insurance eligibility and benefits with various providers (HMOs, PPOs, Medicare, and Medicaid); document and update patient insurance details in the system.
  • Investigate and resolve discrepancies in insurance information attached to patient accounts.
  • Ensure valid authorizations were received from physician’s office for the scheduled procedure; confirm by contacting insurance companies and physician’s offices in the event of missing authorizations.
  • Communicate coverage details and financial estimates to patients prior to services rendered; obtain payments for procedures; address insurance-related inquiries.
  • Collect any outstanding balances; inform revenue cycle when account has outstanding insurance balance.
  • Document all necessary information to the billing department for accurate claims processing.
  • Adhere to HIPAA and other relevant regulations.
  • Understand and apply ICD-10, CPT, and HCPCS codes when verifying coverage.
  • Remain current on all case verification; the standard operating procedure is two weeks prior to date of service.
  • Notify the Business Office Manager in the event of insurance or authorization discrepancies or balances due.
  • Run daily reports to ensure all cases are verified, authorized, and financial counseling is complete.
• Administrative Assistance:
  • Answer and triage phone calls, greet and speak with patients and family members in a friendly and compassionate manner.
  • Assist in monitoring the main entrance and serve as a point of contact for all visitors at the Center.
  • Manage incoming and outgoing mail and faxes.
  • Compose emails and other correspondence.
  • Schedule meetings, manage calendars, coordinate meetings and events.
  • Maintain physical and electronic files, databases, and other record-keeping systems.
  • Prepare memos, reports, invoices, and other documents; proofread and edit written materials.
  • Order office supplies, coordinate equipment maintenance, and manage vendor relationships.
  • Book flights, hotels, and transportation for employees.
  • Assist with project management tasks such as tracking deadlines and facilitating communication.
  • Maintain waiting area and the front desk area in a neat and orderly manner.
  • Maintain confidentiality of Center and patient information at all times to ensure compliance.
  • Perform other duties as assigned.

Requirements

• Required:
  • High school diploma or equivalent.
  • Medical office experience.
  • Proficient computer skills and office administrative experience.
  • BLS certification (as required by individual ASC policy).
• Preferred:
  • Insurance verification or billing experience in a healthcare environment.
  • Ambulatory surgery center business office experience.

Work Environment

Ambulatory surgery center.

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance
• Maternity Leave
• Pet Insurance