Surgical Medical Assistant/Coordinator

Join our team at Maryland Oncology Hematology! We’re looking for passionate and talented professionals to provide exceptional cancer care. With 15+ locations across Maryland and DC, we offer a dynamic and supportive environment where you can grow and thrive.

About the role

Under minimal supervision, you will be dedicated to internal surgery scheduling from physician’s orders as directed by the physician. This role requires a close working relationship and good communication with the physician. The general pay scale for this position is $17.99 - $27.67 per hour. The actual hiring rate depends on prior work experience, education, job responsibilities, location, work performance, and other factors.

Responsibilities

• Reserve operating room date and time.
• Schedule anesthesia, surgical assistants, and any outside surgical representatives or equipment necessary for procedures.
• Provide patients with pre-operative testing information as ordered by the physician.
• Obtain pre-operative testing results as requested by the physician and take appropriate actions.
• Obtain necessary insurance authorization and pre-certification using proper Procedure (CPT) and Diagnosis codes (ICD-10).
• Communicate surgical information, prep instructions, and appointment details to patients.
• Plan, implement, coordinate, evaluate, and promote continuity of care consistent with established standards and practices.
• Review patient medications and health history; coordinate tasks impacting clearance from other care providers.
• Coordinate case scheduling tasks, including:
  • Pre-operative appointments with/for the patient.
  • Notification of needed representatives (e.g., vendors, assistants).
  • Verification of special products needed for the case.
  • Scheduling and authorizing pre-operative clearance testing and diagnostic imaging (e.g., CT, MRI, US, X-Ray).
  • Completion and submission of all required scheduling documentation to the facility, including authorization info.
  • Completion and submission of History and Physical, procedure orders, and required documentation for provider review/signature.
  • Completion and submission of consent forms with patient and provider signatures.
• Manage alerts in EMR and/or Practice Management System for applicable procedures.
• Scan procedure-related documents into EMR (e.g., signed orders, consents, clearances, authorizations).
• Review procedure details, embedded protocols, notifications, and tasks with the patient.
• Discuss all preparations, including required preps, with the patient.
• Confirm scheduled dates with the patient, facility, and anesthesia team.
• Request and ensure timely authorizations for all scheduled procedures.
• For insured patients, determine necessary authorization and pre-certification using proper CPT and ICD-10 codes.
• Review, audit, and adhere to medical policy as outlined by payors to prevent delays in reimbursement.
• Serve as a patient advocate and liaison between the patient, payor, office, and facility to answer questions and escalate issues.
• Maintain working knowledge of authorization requirements to prevent delays and denials.
• Ensure reports (e.g., pathology, operative) are captured in the chart.
• Schedule follow-up appointments as needed.
• Release facility blocks in accordance with policy to avoid penalties.
• Administer and process financial and patient care commitments.
• Notify appropriate personnel of prepayment/collection requirements.
• Provide contact information for financial questions/concerns.
• Facilitate and schedule consultations, pre-testing, diagnostic tests, referrals, and future appointments.
• Facilitate communication between patient/family and the interdisciplinary team.
• May help orient, train, and assign work to lower-level employees.
• Supports and adheres to the US Oncology Compliance Program, including the Code of Ethics and Business Standards.

Requirements

• High School diploma or equivalent required.
• At least three years of experience in a clinical or procedural scheduling environment, including insurance authorization, verification, and/or scheduling.
• Ability to explain patient responsibility in accordance with their benefits plan.
• Knowledge of medical terminology required.
• Excellent written and verbal communication skills, with the ability to multitask.
• Proficiency with computer systems and Microsoft Office (Outlook, Word, and Excel).

Working Conditions

Work is performed in a medical clinic or physician suite environment. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Possible exposure to communicable diseases, toxic substances, ionizing radiation, medical preparations, and other conditions common to healthcare environments.

Physical Requirements

• Requires full range of body motion, including manual and finger dexterity, and eye-hand coordination.
• Occasionally lifts and carries items weighing up to 40 lbs.
• Requires corrected vision and hearing to normal range.