Surgical Services Coordinator

Responsibilities:

• 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 needsClinical 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. Assists attending physician and/or APP with patient relations and scheduling during outpatient office hours including traveling to clinic location when necessary. Provides coverage for practice team members during absences and/or staffing shortages. 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. Process 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 redistributionAdmin 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. Complete medical record request 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 Valued as subject matter expert in surgical specialty assigned; ability to triage patients to more appropriate physician when necessary Valued as subject matter expert in specialized clinical program requirements and/or multiple surgical specialties that require coordination among teams to perform joint cases that all operative reports and encounter forms are turned in for billing within the designated timeframes. Takes on special assignments as required Proficient in the use of all systems necessary for practice operationsBilling 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. Monitors the progress of patient completing all required testing and imaging to meet special clinical program or multiple specialty requirements from scheduling initial outpatient consult through surgery as needed. Ensures that patients adhere to clinically recommended timelines for meeting specialized clinical program and/or specialty specific care goals; coordinates the rescheduling and resetting of timelines if patient progress is non-compliant as needed. Contributes to development of scheduling questionnaires and/or scheduling protocols Maintains comprehensive knowledge of reimbursement coverage from third party payers, managed care plans and protocols for referrals.

Credentials:

Education or Equivalent Experience:

• H.S. Diploma/GED (Required)
• And 5+ years Medical office experience, or 5 years of customer service experience. Related clinical office experience required. Prior customer service or insurance verification experience in a healthcare setting preferred. A degree (Associate's, Bachelor's, Master's) may be considered in lieu of experience. Education Specialization:
• Bachelor of Arts or Science
• Education Specialization: additional administrative support certificate or training