Surgical Department Scheduler and Assistant

About the Role

This position focuses primarily on surgical scheduling and chart audits, determining billable procedures, supplies, and implants, and entering charges to support accurate billing. The role involves verifying and collecting patient demographic and procedural information through direct data entry into Cerner Scheduling systems. Additionally, this position liaises with provider and surgeon offices to secure service-specific information, accurately documenting data in the encounter database, schedule book, and iQueue software. The role also includes a variety of secretarial and administrative duties supporting the department, providers, staff, and director.

Responsibilities

• Surgical Scheduling
  • Ensures system documentation accurately reflects patient selection, order documentation, equipment reservation, and related appointments.
  • Accurately identifies and selects preference cards compared to surgical orders.
  • Navigates web-based products or system applications to document surgery orders, preadmission testing, special equipment reservations, and related pre- and post-procedural appointments.
  • Performs required notifications to secure implants, equipment, supplies, and personnel.
  • Schedules emergency and state procedures, coordinating with all involved departments in a timely and effective manner.
• Charges Auditing and Entry
  • Validates SurgiNet implant documentation against Vendor Implant Invoices and surgery charges, researching discrepancies to ensure accuracy.
  • Determines billable procedures and supplies from documentation and enters correct charges.
  • Conducts focused audits of SurgiNet and anesthesia records, researching missing or incorrect data, and coordinates with circulators, anesthesia providers, and vendors to ensure accurate and timely claims processing.
  • Manages inventory and logging/billing of wound vacs throughout the hospital.
  • Uses clinical documentation, knowledge of anatomy and physiology, and medical terminology to assign accurate CDMs for implants, supplies, anesthesia services, and procedures.
  • Assumes responsibility for communication and documentation to ensure effective operations within the team, across departments, and with surgeons' offices.
  • Plans, coordinates, and performs assigned Date of Service audits.
  • Reviews records for completeness, accuracy, and compliance with regulations.
• Administrative
  • Schedules surgical, obstetric, and endoscopy procedures, including associated pre-admission appointments.
  • Coordinates with Surgical Services, Anesthesia, Pathology, Radiology, Nuclear Medicine, Cath Lab, medical clinics, and others regarding surgical scheduling.
  • Prepares reports for management and/or clinical teams as requested.
  • Provides confidential administrative support to management and/or clinical teams.
  • Gathers, revises, and enters data utilizing department-required statistics/units/other.
  • Performs data entry, meets and greets customers using customer service guidelines in person and/or on the telephone.
  • Performs clerical duties such as ordering, keyboarding, scanning, filing, photocopying, and transcribing.
  • Processes time edits according to established guidelines.
  • Maintains or supports current document control files.
  • Conducts focused audits of each chart on the assigned date of service at FMC related to patient charges.
  • Determines FMC billable procedures and supplies from documentation and enters correct charges.
  • Contacts and works with external vendors.
• Operations
  • 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, obtaining complete and accurate information to determine caller needs.
  • Operates a computer terminal and retrieves information from various computerized resources to respond to queries.
  • Performs searches and answers and/or relays questions from inquiring customers.
  • Maintains current department standards and communication boards.
  • May be responsible for keeping current manual/electronic communication devices (portal/signage/fliers/flat screens, etc.).
• Compliance/Safety
  • Reports any safety-related incidents in a timely fashion through the Midas/RDE tool.
  • Attends all safety-related training programs and performs work in a safe manner.
  • Monitors the work environment for possible safety issues and ensures others perform work safely.
  • Stays current and complies with state and federal regulations/statutes and company policies impacting the area of responsibility.
  • 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)
• Experience:
  • 2 years of hospital, operating room, medical, or surgical scheduling comparative experience (Required)
  • 2 years of customer service experience (Required)
  • Demonstrated understanding of medical terminology (Required)
  • Chart auditing and coding experience (Strongly Preferred)
  • Microsoft Windows workstation environments and MS Office products experience (e.g., MS Word, MS Excel, Outlook) (Preferred)
• Additional Skills:

  Healthcare is a rapidly changing environment, and technology is integrated into almost all aspects of patient care. Computers and other electronic devices are utilized across the organization and throughout each department. Colleagues must have an understanding of computers and competence in using computers and basic software programs.