Surgery Scheduler/Team Lead- HS Orthopedic Clinic

Position: Surgery scheduler/Team Lead

Department: Clinical

FLSA Status: Non-Exempt

Reports To: Clinic manager

JOB SUMMARY:

Under general direction of the Clinic Practice Manager, the Surgery Scheduler is responsible for scheduling all inpatient and outpatient surgical and medical procedures and any associated tests/studies ordered by the physician. Works with patients and referring physician offices to ensure patient’s referral needs are fulfilled for specialty service office visits. Works directly w/ appropriate staff to ensure all payer pre-authorizations are obtained prior to date of service. Ensures clinical and OR schedules are in alignment per Physician orders. Provides support, and communicates necessary information to patients, nurses and physicians regarding surgery scheduling.

Supervisory Responsibilities:

• None

Safety Sensitive Role:

• Yes

Duties/Responsibilities:

• Communicate and collaborate w/ nursing team, physician(s), financial counselors, care coordinators, Practice Manager and anyone else that may involve in specific patient scheduling coordination.
• Coordinate, register and schedule appointments for patients according to availability with hospital scheduling team.
• Maintain the [clinic] surgery schedule, providing necessary information to patients and physicians.
• Conduct patient pre-certification on proper insurance approval for appointments and medical care.
• Ensure all pre-operative required tests needed prior to surgery, are scheduled and completed.
• Gather, verify, and process referrals, authorizations, and pre-certifications by working closely with physician(s), patients, and payers.
• Communicate detailed information and answers patients' questions regarding their health care plan; provide answers to billing and insurance clarification questions.
• Set up appointments, coordinate clinic visits, and any special arrangements such as transportation, interpreter services, specialty care, etc.
• Coordinate flow of information between medical clinic and referral authorization department to secure a valid referral for clinic patient.
• Enter referrals, documents communications and action into the system, as appropriate.
• Notify physician(s) and patient when referral is denied, or if additional information is needed.
• Develop and maintain database of referral physician offices preferred by each physician within the clinic.
• Assist Practice Manager with complaint resolution and solutions related to patient referrals.
• Collaborate w/ appropriate clinical staff to ensure necessary equipment is ordered, room availability/scheduled, pre-surgery medication, etc. is arranged prior to scheduled procedure.
• Communicate detailed information and triage patients' questions regarding surgery preparation instructions, arrival / departure instructions relative to procedure.
• Schedule any necessary follow-up appointments, as directed by physicians.
• Receive and screen calls relating to problems that may arise due to date changes and any reasons for cancellation.
• Escalate non-routine issues to the nursing staff, practice manager and/or physician.
• Be trained and competent in necessary EMR systems to coordinate surgical appointments
• Perform other duties within scope of practice as assigned by the practice manager or physician.

Required Skills/Abilities:

• This is a safety sensitive position.
• Teamwork Orientation: works cooperatively & collaboratively with others toward the accomplishment of shared goals.
• Service Orientation: desire to serve and focus ones efforts on discovering and meeting the needs of internal and external customers.
• Achieves Results: reflects a drive to achieve and outperform. Continuously looking for improvements. Accepts responsibility for actions and results.
• Learning and Growth: has a commitment to continuous professional and organizational learning
• Communication: practices attentive and active listening and can restate opinions of others; communicates messages in a way that has the desired effect.
• Ability to effectively communicate to staff and patients.
• Through knowledge of the meaning and use of medical terminology and abbreviations.
• Demonstrate sound judgment and composure with the ability to take appropriate action in questionable or emergency situations.
• Maintains a positive, caring attitude towards patients.
• Good computer skills using a medical management application.
• Possess a strong work ethic and a high level of professionalism.

Other Key Skills:

• Team player – possess a positive attitude and demonstrates honesty and integrity in all endeavors.
• Strong work ethic with the ability to self-start and work independently or as part of a diverse team.
• Detail oriented and organized with the ability to easily identify areas that require improvement.

Education and Experience:

• High school diploma or equivalent required.
• 0 - 3 years of experience in a same or similar role preferred.
• Current/valid national Certification or Registration required (CMA, RMA, NRCMA).
• Basic Life Support (BLS) or Advanced Care Life Support (ACLS) required.
• Training and competency in assigned clinical procedures and medical equipment.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• May require prolonged periods of standing, moving, and bending.
• Must be able to lift up to 50 pounds at times.

Disclaimers

• This job description reflects EngageMED’s assignment of essential functions, it does not prescribe or restrict the tasks that may be assigned.
• Critical features of this job are listed above. They may be subject to change at any time due to reasonable accommodation or other reasons.