Surgical Services Coordinator - Cardiac Surgery

Oversight and Lead Responsibilities

• Independently owns, prioritizes and initiates implementation of assigned work functions
• Serves a point of escalation for Surgical Services team as needed
• Participates in and supports select projects to be determined by leadership
• Evaluates and manages workload distribution of the Surgical Services staff where applicable
• May assist with recruitment, onboarding, performance evaluations and performance management of Surgical Services staff per practice needs

Clinical Duties

• Greets, screens, schedules and directs patients in a prompt, positive, pleasant, and helpful manner at all times even in the most adverse circumstances; acts as primary point of contact for assigned patients
• Retrieve and process incoming medical records/images, ensure scanning and physician review is completed. Ensure diagnostic testing and other evaluations are completed before visit
• Affords assistance to attending physician and/or APP with patient relations and scheduling during outpatient office hours including traveling to clinic location when necessary
• Schedules required procedures and OR for patients at attending physician’s direction
• Coordinates all procedures that need to occur prior to scheduling surgery, including but not limited to the scheduling of ancillary tests, pre-operative testing, obtaining x-rays, scans, MRIs, lab results, EKGs for completion of pre-op packages
• Responsible for the timely submission and posting of operative cases to the OR grid, accuracy of information and correct forms completed and signed
• Processes medication refill request, triaging to appropriate staff
• Coordinates and schedules cases with medical equipment representatives as required in the OR
• Communicates underutilization of OR block time in a timely manner to manager for appropriate redistribution

Admin Duties

• Answer and screen all phone calls; responds to patient inquires and/or problems in timely fashion or takes appropriate messages/delegate to appropriate staff
• Maintain multiple calendars/schedules, surgery schedule, office hours and meetings
• Schedule travel and lodging for physician as well as completing submission of expenses for travel, subscriptions, memberships and books for re-imbursements in a timely fashion
• Complete prior authorizations for medications
• Create/Edit and distribute letters per attending physician direction
• Contributes in the design of practice operational changes by partnering with operations team
• Trains and mentors new staff members; provides guidance on challenging scheduling issues prior to management escalation
• Contributes to development of scheduling questionnaires and/or scheduling protocols

Billing Duties

• Ensure that all operative reports and encounter forms are turned in for billing within the designated timeframes
• Maintains comprehensive knowledge of reimbursement coverage from third party payers, managed care plans and protocols for referrals

Additional Duties (where applicable)

• Coordinates care for patients across other divisional/departmental locations by scheduling necessary follow up appointments for specialized clinical program and/or additional specialty requirements including psychiatry, radiology, pulmonary, etc. as needed
• Collaborates with other surgical care teams to schedule complex joint cases across multiple surgical specialties as needed
• Reviews required patient population specific intake documents to ensure necessary pre-testing in multiple medical specialties has been completed and received prior to initial outpatient consult as needed
• Maintains comprehensive knowledge of reimbursement coverage from third party payers, managed care plans and protocols for referrals