Surgical Coordinator

GENERAL SUMMARY OF DUTIES: Provides administrative support to one or more providers in a clinical environment. The primary responsibility of this position includes scheduling surgical procedures in a hospital or ambulatory surgery center setting, obtaining insurance authorizations for surgical procedures, and scheduling pre-operative appointments in office and hospital. Other duties include scheduling appointments for patients requiring other treatment that needs special attention. Conveys a positive image of office and provides the highest level of customer service and communication with patients.

SUPERVISION RECEIVED: Reports to the Surgical Coordinator Supervisor

SUPERVISION EXERCISED: None

ACCESS RIGHTS AND SECURITY PERMISSIONS FOR PHI: All Information

ESSENTIAL FUNCTIONS:

Schedules patients for laboratory tests, medical examinations, surgical procedures, and consultations.
Relays information to patients regarding preparation for laboratory tests, examinations, and surgical procedures.
Assists patients or family members with completion of medical insurance forms.
Types routine correspondence and reports from dictation or handwritten copy using a computer.
Answers telephone, screen callers, relays messages, and greets visitors.
Maintains provider calendar, schedules appointments and reschedules appointments when provider is late or called out of office.
Responsible for maintaining and coordinating the surgery schedule for their provider. Monitors and schedules all surgical cases; records pertinent information into the surgery schedule book for pre-operative phone calls and references,
Maintains good rapport and working relations with surgeons, anesthesia, and hospital staff.
Communicates with office staff and providers when insurance companies deny suggested treatments so that the provider can communicate with the patients.
May fill in for other office staff members when needed.
Schedules radiology procedures as directed by provider and assist patients in making appointments for other physicians for whom the providers refer. Obtains referrals for these appointments as needed. These appointments should be tracked in a tickler file. This file is to be worked monthly to verify the patient is in compliance with all follow-up or additional treatment recommended.
Schedule follow up appointments.
Triage all calls for provider. Acts as clinical liaison between patient and provider.
Answers all incoming telephone calls when able and returns any patient appointments in a timely manner, within 30 minutes of call.
Other duties as assigned.

The job holder must demonstrate current competencies applicable to job description.

EDUCATION: High School Diploma or GED

EXPERIENCE: Minimum two years in a medical office required and experience with surgery scheduling – orthopedics and spine preferred. ICD-10 and CPT-4 coding knowledge and insurance industry standards required.

REQUIREMENTS: None

KNOWLEDGE:

Knowledge of CPT-4 and ICD-10 coding.
Knowledge of Correct Coding Initiative.
Knowledge of rules and regulations implemented by insurance companies.
Knowledge of medical terminology.
Knowledge of customer service concepts and techniques
Knowledge of health care field and medical specialty.
Knowledge of specific assisting tasks related to particular medical specialty.
Knowledge of information that must be conveyed to patients and families.
Knowledge of OSHA and HIPAA Rules and Regulations.
Knowledge of phone triage.

SKILLS:

Skill in managing one’s time and the time of others.
Skill in prioritizing workload for optimum job performance.
Skill in selecting and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things.
Skill in understanding the implications of new information for both current and future problem solving and decision making.
Skill in triaging patient calls and properly route the call to the appropriate provider/medical assistant.
Skill in understanding patient education needs by effectively sharing information with patients and families.
Skill in tact and diplomacy in interpersonal interactions.

ABILITIES:

Ability to multi-task.
Ability to respond to stressful/emergency situations in a calm and effective manner.
Ability to communicate clearly in person and on the phone and establish/maintain cooperative relationships with patients, families, physicians, staff, and other customers.
Ability to organize and prioritize tasks effectively.
Ability to demonstrate compassion and caring in dealing with others.
Ability to read, understands, and follows oral/written instructions. Can file correctly by alphabetic or numeric systems.

ENVIRONMENTAL WORKING CONDITIONS:

Office setting well ventilated and well lighted. Minimal exposure to communicable diseases.

PHYSICAL/MENTAL DEMANDS:

Sitting approximately 6 hours/day. Standing approximately 2 hours/day. Requires eye-hand coordination, finger dexterity. Vision must be corrected to 20/20 and hearing must be in normal range. Must be able to view computer screens for long periods. Occasional stress related to workload, patients with problems, or providers with problems and from dealing with upset patients, emergent situations, or call volume. Must be able to lift 30 pounds regularly, up to 50 pounds occasionally.

Flexibility for occasional travel to another office.

Job Type: Full-time

Benefits: