Surgery/Procedure Scheduler

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.

About the role

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.

Responsibilities

• 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.
• 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 checkout responsibilities as needed.
• Coordination of outside referrals for treatments, therapies, home-care, and durable medical equipment needs.
• Completes work status notes, disability and FMLA forms.
• Recording medical history and maintaining patient records.
• Preparing patient for examination.
• Intake for new patient referrals.
• Obtaining pathology results and directly communicating results to the necessary providers.
• Acting as a mentor to other team members and willingly providing ongoing guidance and assistance.
• Performs other functions to maintain personal competence and contribute to the overall effectiveness of the department by:
• 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) when providing information, seeking assistance or clarification and resolving problems.
• Aiding 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 and presents a positive customer service image at all times.

Qualifications

The knowledge, skills and abilities as indicated below are acquired through the successful completion of a high school diploma or equivalent is preferred. Must be a 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. Knowledge & Skills 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. Also requires basic office and keyboarding skills and the use of multiple databases. 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. Also demonstrates the ability to gain the support of and maintain effective working relationships with other departments, physicians and their office staff. 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.

Education and Experience

The knowledge, skills and abilities as indicated below are acquired through the successful completion of a high school diploma or equivalent is preferred. Must be a 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. Knowledge & Skills 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. Also requires basic office and keyboarding skills and the use of multiple databases. 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. Also demonstrates the ability to gain the support of and maintain effective working relationships with other departments, physicians and their office staff. 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.