Surgery Scheduler I

Position Description

This position is responsible for providing support to providers by scheduling surgical procedures and meetings, overseeing the authorization from insurance companies for those procedures and managing Provider appointment books. Also transcribes patient notes for documentation in patient charts as needed.

Essential Job Functions

• Schedules all surgical procedures, testing, and pre-op appointments by calling appropriate personnel and coordinating the schedules of assisting Providers and operating rooms.
• Obtains insurance authorizations and oversees the management of consent forms for surgical procedures and rechecks required by insurance companies. Ensures that hospital has the appropriate forms.
• Reschedules appointments due to schedule changes and surgery changes.
• Oversees Provider schedule templates and inputs monthly schedules. Coordinates with Practice Managers depending upon location.
• Inputs appointments and schedules in the Providers’ calendars on a bi-weekly basis in the Practice Management System (PMS) and updates data as needed. Troubleshoots problems with schedules by coordinating with staff and Providers.
• Completes Central Billing paperwork for surgical procedures including procedure and diagnosis coding.
• Collects deductibles and coinsurances pre-operatively.
• Knowledge and completion of capacity reporting.
• Drives to hospital to deliver appropriate surgical paperwork and gather provider mail.
• Serves as back-up to the Practice Manager for billing problems at appropriate locations.
• Performs as Administrative Assistant to Providers and Practice Manager as needed.
• Performs duties of Medical Receptionist as needed. Assists office staff with phone calls, admissions and transfers.
• Coordinates and follows through with special projects as needed.
• Performs all other duties as assigned.
  
  

Organizational Expectations

• Creates a positive, professional, service-oriented work environment for staff, patients and family members by supporting the mission and values of Trinity Health Medical Group.
• Must be able to work effectively as a member of the Patient Care/Reception team.
• Assumes responsibility for performance of job duties in the safest possible manner, to assure personal safety and that of coworkers, and to report all preventable hazards and unsafe practices immediately to management.
• Successfully completes all relevant organizational training and adheres to Trinity Health Medical Group standard of care as outlined in the Trinity Health Code of Conduct.
• Maintains knowledge of and complies with Trinity Health Medical Group standards, policies and procedures.
• Maintains general knowledge of Trinity Health Medical Group office services and in the use of all relevant office equipment, computer and manual systems.
• Maintains strict confidentiality in compliance with Trinity Health Medical Group and HIPAA guidelines.
• Serves as a role model by demonstrating exceptional ability and willingness to take on new and additional responsibilities. Embraces new ideas and respects cultural differences.
• Uses resources efficiently.
• If applicable, responsible for ongoing professional development – maintains appropriate licensure/certification and continuing education credentials, participates in available learning opportunities.
  
  

Measured By

Performance that meets or exceeds IHA CARES Values expectation as outlined in IHA Performance Review document, relative to position.

Essential Qualifications

EDUCATION: High school diploma or equivalent training. Demonstrated proficiency performing all Medical Reception core functions (see Minimum Experience below).

Credentials/Licensure

MINIMUM EXPERIENCE: 1 year experience as a Surgery Scheduler or equivalent training, or demonstrated proficiency performing all Medical Reception core functions (check in, check out and phones) or equivalent combination of experience, education and training.

Position Requirements (abilities & Skills)

• Knowledge of medical and surgical terminology and procedures at the level needed to perform responsibilities, including understanding of CPT and ICD coding and diagnosis guidelines. Knowledge of the rules and regulations regarding insurance claim submission.
• Sufficient knowledge of mathematics.
• Sufficient knowledge of medical billing and medical terminology to perform responsibilities.
• Proficient in operating a standard desktop and Windows-based computer system, including but not limited to, NextGen, Microsoft Word, Excel and Outlook, intranet and computer navigation. Ability to use other software as required while performing the essential functions of the job.
• Excellent communication skills in both written and verbal forms, including proper phone etiquette. Ability to speak before groups of people, either in-person or virtually.
• Ability to work collaboratively in a team-oriented environment; displays courteous and friendly demeanor.
• Ability to work effectively with various levels of organizational members and diverse populations including IHA staff, providers, patients, family members, insurance carriers, vendors and guests.
• Ability to cross-train in other areas of practice in order to achieve smooth flow of all operations.
• Good organizational and time management skills to effectively juggle multiple priorities and time constraints.
• Secures, organizes and analyzes relevant information and identifies appropriate solutions in a timely manner. Ability to exercise sound judgement and problem-solving skills, specifically as it relates to resolving surgery scheduling issues.
• Ability to drive to hospital to deliver appropriate surgical paperwork and gather provider mail.
• Ability to handle patient and organizational information in a confidential manner.
• Successful completion of IHA competency-based program within introductory and training period.
  
  

Minimum Physical Expectations

• Physical activity that often requires keyboarding, filing and phone work.
• Physical activity that often requires extensive time working on a computer.
• Physical activity that sometimes requires walking, standing, bending, stooping, reaching, and/or twisting.
• Physical activity that sometimes requires lifting, pushing and/or pulling under 30 lbs.
• Specific vision abilities required include close vision, depth perception, peripheral vision and the ability to adjust and focus.
• Manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator and other office equipment.
• Must hear and speak well enough to conduct business over the telephone or face to face for long periods of time in English.
  
  

Minimum Environmental Expectations

This job operates in a medical facility and requires regular walking to various locations around the hospital/clinic. Employees will be working where there is patient care equipment. Hazardous materials, including bloodborne pathogens and bodily fluids are also present. Exposure to sharps, x-rays, patients' conditions and some unpleasant sights, smells and contagious diseases is possible. This position requires significant interaction with people (many of whom are scared, hurt and/or ill) which can be stressful and result in competing priorities.