Job Detail

Job Title:Surgery and Procedure Coordinator

Req:2024-0113

Location:VMC Main Campus

Department:General and Surgical Specialists

Shift:Days

Type:Full Time

FTE:1

Hours:8am-4:30pm

City State:Renton, WA

Salary Range:Min $23.33- Max $39.29 /hrly. DOE

Job Description:

JOB DESCRIPTION

The position description is a guide to the critical duties and essential functions of the job, not an all-inclusive list of responsibilities, qualifications, physical demands and work environment conditions. Position descriptions are reviewed and revised to meet the changing needs of the organization.

TITLE: Surgery and Procedure Operations Coordinator

JOB OVERVIEW: Coordinate all surgery and procedure scheduling. Act as liaison for the patients, visitors and staff. Maintain all provider schedules. Responsible for surgery prep coordination, includes chart prep, pre-op instructions, and prep care coordination.

DEPARTMENT: Clinic Network

WORK HOURS: Typically Monday - Friday; Hours may vary based on department needs.

REPORTS TO: Clinic Supervisor/Manager

PREREQUISITES:

College degree preferred, minimum High School Diploma or Equivalent required. Completion of a Medical Office training program preferred.

Two (2) to four (4) years recent experience in a medical clinic setting using a computer-based practice management system, with at least 1 year surgery scheduling and/or insurance authorizations, required.

Knowledge of coding, medical terminology, anatomy, and physiology.

Proficiency with PC software applications including Word, Excel, Outlook, Epic Scheduling,and / or other EMR / Practice Management systems.

Ability to prioritize tasks.

Proven analytical skills in problem solving techniques.

Proven commitment and achievement to continuous improvement in processes and systems.

Detail oriented and accurate in output.

QUALIFICATIONS:

Comprehends, executes, acts and directs independently.

Effective interpersonal skills in a diverse population.

Demonstrated ability to manage multiple tasks and demands given tight time constraints while ensuring a high degree of accuracy and attention to detail.

Flexibility to ensure coverage for scheduled procedures (procedure room, anesthesia, provider, staff)

Integrity and discretion regarding confidential information.

Ability to use a computer for extended periods of time.

Ability to provide high quality service which meets and exceeds the needs of external and internal customers.

Ability to communicate the vision or core purpose and make the vision sharable by all staff. Understands how areas of responsibility affect the whole product.

Proven effectiveness in verbal and written communication with the team, department, and other customers.

UNIQUE PHYSICAL/MENTAL DEMANDS, ENVIRONMENT, AND WORKING CONDITIONS:

See Generic Job Description for Administrative Partner.

PERFORMANCE RESPONSIBLITIES:

Generic Job Functions: See Generic Job Description for Administrative Partner.

Essential Responsibilities and Competencies:

Maintain all provider schedule templates. Recommend changes to maximize patient scheduling efforts.

Coordinate all surgery and procedure (in patient or out patient) scheduling with block schedule, provider, anesthesia and staff. Coordinates any follow up with patient, as needed, after the procedure.

Act as liaison for the patients, visitors and staff, providing assistance to inquires when ever possible. Notify the Clinic Manager of patient complaints.

Facilitates billing and billing complaint resolution. Performs prior authorizations for patient procedures, working with the surgeon to determine alternatives, depending on insurance authorizations. Facilitate appeal process, including appropriate stakeholders as needed.

Responsible for coordinaton of facility services depending on where the procedure is performed, to include vendors for devices/implants, needed equipment, pharmaceuticals, and/or any other surgery specific needs.

Responsible for surgery prep coordination, includes chart prep, pre-op instructions, and prep care coordination. Facilitates case review with surgeon prior to procedure to confirm all aspects of procedure are appropriately arranged.

Maintain staff meeting and unit based committee meeting agendas and minutes, as requested.

Maintains positive relationships and effective communication with local referring offices, provider offices and other community programs to ensure patient safety and quality of care.

Provides computer training

Assists with writing and development of training materials for patients.

Problem solves to resolve daily operational issues.

Maintain accurate detailed records in EMR of all patient encounters.

Mail documentation to patients whom do not use a computer.

Other duties as assigned.

Revised: 12/22

Grade: OPEIU-M

FLSA: NE

CC: Varies

Job Qualifications:

PREREQUISITES:

College degree preferred, minimum High School Diploma or Equivalent required. Completion of a Medical Office training program preferred.

Two (2) to four (4) years recent experience in a medical clinic setting using a computer-based practice management system, with at least 1 year surgery scheduling and/or insurance authorizations, required.

Knowledge of coding, medical terminology, anatomy, and physiology.

Proficiency with PC software applications including Word, Excel, Outlook, Epic Scheduling,and / or other EMR / Practice Management systems.

Ability to prioritize tasks.

Proven analytical skills in problem solving techniques.

Proven commitment and achievement to continuous improvement in processes and systems.

Detail oriented and accurate in output.

QUALIFICATIONS:

Comprehends, executes, acts and directs independently.

Effective interpersonal skills in a diverse population.

Demonstrated ability to manage multiple tasks and demands given tight time constraints while ensuring a high degree of accuracy and attention to detail.

Flexibility to ensure coverage for scheduled procedures (procedure room, anesthesia, provider, staff)

Integrity and discretion regarding confidential information.

Ability to use a computer for extended periods of time.

Ability to provide high quality service which meets and exceeds the needs of external and internal customers.

Ability to communicate the vision or core purpose and make the vision sharable by all staff. Understands how areas of responsibility affect the whole product.

Proven effectiveness in verbal and written communication with the team, department, and other customers.