Surgery/Procedure Scheduler

Reports to the Practice Manager

Completes all processes related to the scheduling of surgical procedures including pre-operative testing, office visits and post-operative care.

Greets patients, answers calls and performs other office tasks as needed.

Ensures that world class service is provided at all times.

Mission, Values and Service Goals

Mission: We deliver outstanding care, inspire health, and connect with heart.

Values: Trust. Respect. Integrity. Compassion.

SERVICE GOALS: Personally connect. Keep everyone informed. Be on their team.

Performs Surgery and Procedure Scheduling Duties

• Prepares surgery schedules and ensures that corrections, if necessary, are handled in a timely, efficient manner.
• Interprets physician orders and schedules procedures accordingly.
• Schedules all surgery related appointments and testing.
• Provides instructions related to pre-operative, post-operative needs, appointments, medication adjustments and completes the associated documentation.
• Follows multiple surgeon protocols for pending surgery cases.
• Tracks all clearances and testing results for provider approval prior to surgery date.
• Tracks all related imaging studies, imports imaging to PACS and pushes images to other facilities as needed for intra-operative viewing.
• Ensures that all equipment (including special equipment) supplies and implant requests are handled according to departmental policies and procedures.
• Contact vendors to cover surgical cases and update them as changes occur.
• Completes the surgical order process.
• Organizes records for surgery and prepares surgery packet.
• Remains knowledgeable and compliant with insurance carrier guidelines.
• Ensures pre-certification guidelines have been met for diagnostic testing and surgical procedures.
• Ensures medical necessity is documented by complying with scheduling criteria for all insurance carriers.

Contributes to Office Effectiveness

• Receives and greets all patients, families and staff members in a professional manner and provides all reasonable assistance.
• Receives telephone calls, takes and relays messages accurately.
• Provides assistance with phone calls, patient messages, prescription refills and check out responsibilities as needed.
• Coordinates outside referrals for treatments, therapies, home-care, and durable medical equipment needs.
• Completes work status notes, disability and FMLA forms.
• Records medical history and maintains patient records.
• Prepares patient for examination.
• Intake for new patient referrals.
• Obtains pathology results and directly communicates results to the necessary providers.
• Acting as a mentor to other team members and willingly providing ongoing guidance and assistance.

Other Functions

• Building and maintaining effective working relationships with hospitals, departments, facilities and vendors.
• Interacting in a positive, pro-active and cooperative manner with other team members, patients and Physicians (and their office staff).
• Assisting the department to meet or exceed its quality assurance goals.
• Acting as a representative of Beacon Medical Group and striving to make a good first impression.
• Communicating with the manager/administrator regarding any concerns or problems in a timely manner.
• Maintaining records, reports and files as required by departmental policies and procedures.
• Participating on committees as requested.
• Completing other job-related duties and projects as assigned.

Maintains Customer Service Image

Maintains and presents a positive customer service image at all times.

Organizational Responsibilities

• Attends and participates in department meetings and is accountable for all information shared.
• Completes mandatory education, annual competencies and department specific education within established timeframes.
• Completes annual employee health requirements within established timeframes.
• Maintains license/certification, registration in good standing throughout fiscal year.
• Patient care providers are required to maintain current BCLS (CPR) and other certifications as required by position/department.
• Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.
• Adheres to regulatory agency requirements, survey process and compliance.
• Complies with established organization and department policies.
• Available to work overtime in addition to working additional or other shifts and schedules when required.

The Beacon Way

• Leverage innovation everywhere.
• Cultivate human talent.
• Embrace performance improvement.
• Build greatness through accountability.
• Use information to improve and advance.
• Communicate clearly and continuously.

Education and Experience

• A high school diploma or equivalent is preferred.
• Minimum of 17 years of age.
• Previous experience in a healthcare/clinical environment, admitting department, physician office practice or scheduling office is preferred.
• Familiarity with health record coding and various insurance plans is preferred.
• Knowledge of medical terminology is required, or a course must be successfully completed during the first year of employment.
• Requires an understanding of registration and pre-registration processes and the clinical requirements of various medical procedures.
• Requires a basic knowledge of medical terminology, CPT and ICD codes, which includes being able to identify LMRP procedures and check for medical necessity.
• Demonstrates proficient computer skills.
• Requires the verbal communication skills necessary to communicate in a clear and effective manner when answering patients' questions and communicating with other departments and physician offices.
• Demonstrates the interpersonal skills necessary to interact effectively with patients from various backgrounds in a professional, enthusiastic, courteous, friendly, caring and sincere manner.
• Requires good telephone and listening skills.
• Sensitivity to individuals who do not speak English as their first language is expected.
• Requires the ability to strictly follow all policies regarding HIPAA guidelines.
• Requires organizational skills, the ability to pay close attention to details and the ability to problem solve.