Retina Surgery Coordinator (21050)

Summary

Supports the retina department by coordinating and scheduling patient surgeries and other procedures.  Maintains and update patient information in data base.  Performs work with a focus on effective communication with the patient, coworkers and the physician.  Demonstrates cooperation with coworkers while striving to ensure the highest level of patient care and “customer service,” representing EHN in a professional manner at all times.

Supervisory Responsibilities

This position does not have supervisory responsibility but will provide guidance to employees and/or assist with orientation and training of new employees of the work group.

Primary Duties and Responsibilities

• Schedule, change, cancel and confirm patient appointments for surgery and other procedures, coordinating work with hospitals, primary physician, and insurance provider.
• Gather patient information from patient and ensure information is thorough, accurate and updated in practice management system, including personal information, insurance provider and benefits, benefit plan sponsor, and primary physician. 
• Monitor retina schedule and maintain drug authorizations for in-office procedures when needed, communicate with back office regarding prior authorizations, request new authorizations, and request retroactive authorizations when necessary.
• Assist with copay and reimbursement programs. Enroll patients into reimbursement programs while in clinic. Communicate with patients regarding the process for enrollment, what to expect, and answer any questions throughout the process while capturing signature and filling out forms via tablet.
• Provide patient care support in various clinics 3 days per week, including:
  • Obtaining procedure consenting
  • Prepping patients for injections, rinsing, and cleaning rooms after procedures.
  • Checking medication out of inventory management system (Podis) to patient, entering inventory number in HER, and completing procedure note, then auditing Podis, chart and fee ticket to ensure accuracy.
  • Scheduling all follow up for patients and any emergency surgeries obtaining referral, prior authorization, cost estimate and communication with hospitals.
• Perform surgery scheduling in an office environment 2 days per week, including:
  • Scheduling retina surgery, including urgent and emergent surgeries
  • Completing all scanning
  • Blocking and freezing schedules per doctor’s request.
  • Providing scheduling support for other team members and the Retina department as a whole
• Monitor patients for annual renewal/re-enrollments: Copay Assistance – Good Days runs on a calendar year; Copay Card – follow alerts and communicate with back-office copay/prior authorizations needs.

• Family Medical Leave Absence / Disability
  • Coordinate with lead technicians on completion of FMLA and/or disability paperwork for retina surgery patients and collect physician signature.
  • Fax/mail to appropriate places and communicate with patients throughout the process.
• Monitor Retina schedule to maintain roughly a 65:8 ratio for MED DIL:Consult.
• Demonstrate team values through cooperation and consideration of coworkers; foster goodwill among coworkers by aiding when needed and sharing information; interact with tact, courtesy, and diplomacy.
• Effectively communicate with patients, coworkers, and doctors; share information appropriately and complete the communication circle with follow-up as needed.
• Perform work in compliance with company policy, department procedures and regulatory requirements, including HIPPA and OSHA.

Secondary Functions

• Request, receive and transfer medical records to and from other EHN locations as necessary to ensure accurate and timely medical information is provided to ophthalmologists, optometrists and technicians.
• Other duties which may be necessary or desirable to serve the patient and support the success of the department or the company overall.

Education and/or Experience; Certificates, Licenses, and Registrations (Minimum Requirements)

• High school diploma or equivalent.
• At least one year experience preferred.
• An equivalent combination of education, experience and training that would provide the knowledge, skills and abilities required for the successful performance of the essential job duties.

Necessary Knowledge, Skills and Abilities

• Must be computer literate with proficiency in Windows based programs.
• Ability to complete basic mathematic equations.
• Knowledge and understanding of different types of insurance coverage and eligibility.
• Knowledge and understanding of medical terminology and procedures relating to the eye.
• Must be highly organized with the ability to effectively prioritize duties.
• Ability to establish and maintain cooperative working relationships with all persons contacted in the course of performing duties.
• Strong interpersonal skills with a genuine desire to help people.
• Ability to address patient complaints and effectively resolve problems.
• Skill in handling difficult patients successfully and respectfully.
• Ability to communicate clearly and concisely, both orally and in writing.
• Must be detail oriented.
• Ability to work a flexible work schedule, including occasional evenings and weekends.
• Access to reliable and flexible transportation, and the ability to travel among multiple worksites as needed.

Physical Demands / Work Environment

• Majority of work is performed in a general office environment. Exposure to moderate levels of noise in a well-lit, well-ventilated and moderately paced environment.
• Visual acuity adequate to perform job duties, including reading information from printed sources and computer screens.                
• Manual/finger dexterity as necessary to perform daily job duties.
• Required to stand and/or walk for extended periods of time during in-clinic support days.
• Occasionally required to sit for extended periods of time.
• Occasionally required to reach with hands and arms; lift, push, pull and/or carry objects up to 20 pounds.

Reasonable Accommodations

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EHN believes that each employee makes a significant contribution to our overall success.  That contribution should not be limited by assigned responsibilities. This job description is designed to outline primary functions, qualifications and job scope, but is not intended to limit the employee or EHN to only those job functions identified. EHN expects each employee to offer his or her services wherever and whenever necessary to ensure superior customer service, quality patient care, and the success of our business.