Surgical Coordinator

Position Summary/Scope of Responsibility
The Centers for Advanced Orthopaedics LLC (CAO) is one of the nation’s largest Orthopaedics practices, owned and operated by physicians, with over 60 locations across Maryland, Northern Virginia, and the District of Columbia. With approximately 2,000 employees, working in 28 Divisions, CAO is a growing business with revenues of approximately $250 Million. CAO is committed to be the Orthopaedics provider of choice for our patients; partner of choice for payors and health systems; and employer of choice by attracting and retaining a talented workforce.

The Surgical Coordinator is responsible for administrative duties and correspondence regarding scheduling of surgical operations in a timely and accurate manner. The tasks, duties and responsibilities of Surgical Coordinator vary and require excellent customer service skills with patients, employees, and physicians. Including scheduling appointments with surgeons, calling patients to coordinate and remind of appointments, documenting within EMR systems, preparing billing, and working with insurers.

We are seeking a detail-oriented person to join our team. This role is essential in ensuring that all patient surgeries are scheduled and coordinated properly while keeping the surgeon informed of necessary patient details. The ideal candidate will possess a strong understanding of medical terminology. Must be familiar with referral processes and details of insurance rules.

In addition to surgery scheduling, you will handle charge entry posting which requires detailed review of physician notes & charges as well as answering phones, scheduling patients and serve as back-up for front desk.

This can be an entry level surgical scheduling position for someone with the right medical office experience who is detailed and organized.

Hours: Mon - Thurs 8:30am - 4:45pm, Friday 8:30 -2:45pm
This is a Part time role working 28-29 hours per week.

Primary Responsibilities

The incumbent may be asked to perform job-related tasks other than those specifically stated in this job description. The duties and responsibilities of the position are to be carried out in a manner that is consistent with the Mission, Core Values and Operating Principles of CAO.

• Responsible for all incoming calls for the surgery department. Will be responsible for any queries that patients might have to include directing patient questions to the appropriate surgical facility, provider, or surgery department.

• Provides and guides patients through completion of intake and sign-in documentation, gathering medical charts, and verifying insurance information.

• Ensures adequate preparation for surgeries by scheduling necessary equipment and procedure rooms and maintaining surgical inventory.

• Understands surgical procedures, such as the necessary time a surgery takes and the medical staff necessary to properly maintain a surgical schedule.

• Logs and communicates information on urgent matters with surgery department, providers, and medical secretaries as needed.

• Ensures all pre-op orders are created and sent to the appropriate facility/facilities and/or sent to patients, including labs and/or any other testing required per physician protocol upon request of providers.

• Provides information and updates to surgery department regarding patients’ scheduled surgeries.

• Manages surgical documents, gathering and inputting patient information and entering post-surgery data into patient records.

• Contacts and assists patients to arrange pre/post-op visits as per individual physician protocol, review patients post operational information required after their surgery.

• Performs follow up calls to all post-surgical patients to answer any questions they may have and assist with any post–op paperwork the patient may need for return to work/school.

• Maintains compliance with all state and federal regulations and laws as well as CAO guidelines in all operations.

• Handle all aspects of surgery cases, including scheduling, patient communication, communication/coordination with surgery center and other medical providers.

• Utilize CPT and ICD-10 coding to ensure accurate documentation and billing by reviewing providers billing entries in EMR.

• Communicate effectively with insurance companies, healthcare providers, and patients regarding coverage & authorizations.

• Maintain compliance with HIPAA regulations while handling sensitive patient information.

• Update and manage medical records accurately in the office system.

• Collaborate with medical offices and other healthcare providers to resolve any discrepancies in patient information.

• Answer phones, schedule patient appointments in EMR.

• Patient check-in/out as needed.

• Reconcile previous days payments.

• Performs all other duties as assigned.

Required Education and Experience

• High school diploma, or GED, required.
• Bachelor’s degree preferred but not required.
• 2 years experience in a medical office required.

• Previous experience in surgery scheduling and/or charge entry is preferred but willing to train a candidate that wants to learn and has a minimum of TWO years medical office experience in front or back office.

• Knowledge of medical terminology, managing medical records, medical coding, Medicare, Commerical Insurance and referral and Authorization processes.
• Skilled in operating various medical record software and hardware, word-processing, and database software programs.

Competencies/Required Skills and Abilities 

• Strong Interpersonal Skills - Ability to develop relationships and collaborate and influence in a decentralized organization.
• Demonstrated ability to organize, prioritize, and manage multiple tasks in a dynamic environment with a proven track record of results.
• Strong oral and written communication skills with excellent self-discipline and patience.
• Proficient with Microsoft Office software
• Proficient with EMR systems.
• Able to work independently.
• Excellent time management, organization, and administrative support skills.
• Ability to work effectively as part of a team and also take initiatives when the need arises.
• Must be able to read, write, speak, understand, and communicate in the English language.

Physical Demands

• Must be able to sit for long periods of time and lift up to 50 pounds.
• Must be able to use appropriate body mechanics techniques when performing desk duties.
• Requires frequent bending, reaching, repetitive hand movements, standing, walking, squatting, and sitting.
• Some heavy lifting, pushing, and pulling exerted regularly throughout a standard work shift.
• Adequate hearing to perform duties in person and over telephone.
• Must be able to communicate clearly to patients in person and over the telephone.
• Visual acuity adequate to perform job duties, including reading materials from printed sources and computer screens.
• Requires exposure to communicable diseases, bodily fluids, medicinal preparations, and other conditions common to a clinical environment.

If you are passionate about providing excellent support in the healthcare industry and meet the qualifications outlined above, we encourage you to apply for this vital role within our organization!

We have an excellent team of providers and office staff and are looking for a person who is organized, able to multi-task, responsible and and wants to be part of a team. We are looking for a candidate who wants to join an already amazing staff.

Hours: Mon - Thurs 8:30am - 4:45pm, Friday 8:30 -2:45pm
This is a Part time role working 28-29 hours per week.

Salary : $250