Surgical Coordinator - Hybrid

OOMC, is seeking a highly organized and detailed oriented Surgical Coordinator to join our team. As a Surgical Coordinator you will play a critical role in ensuring the smooth operation of our surgical services, coordinating with surgeons, staff and patients to provide exceptional care.

Summary Provides support with the daily activities in the Surgical Department including; scheduling, paperwork, and ICS management.

 Essential Duties and Responsibilities include the following: (Other duties may be assigned.)

 Travels to locations as needed.  

 Follows all COVID guidelines provided by the practice.

 Responsible for completing scheduling for all physicians either in person or over the phone according to guidelines; scheduling the procedure in all necessary systems, going over all surgical information with the patient including dates, location, paperwork, and requirements, scanning all surgical paperwork in all systems once completed in a timely manner, update surgical template with necessary information, update co-care information if applied and complete co-care information within the system, and email appropriate staff members with any updating information.

 Responsible for completing the Check In process for assigned surgeon and submitting coding sheets to the Billing department through DM.

Creates surgical folders to be kept up to date and ready for use.

 Collects payment for all elective and selfpay patients and send receipts to appropriate staff.  

 Scans and files all patient documents accumulated daily in DM by the end of each business day.

 Retrieves messages from Patient Services and Surgical voicemail and contacts them back in a timely manner. Updates Telephone Call Templates in EHR with responses and generates document when completed.

 Answers incoming calls and emails and responds to inquiry in a timely manner or directs to appropriate personal.

 Documents and records all phone calls, fax submissions, incoming mail, and patient interactions that require the assistance of personnel or other department for communication purposes.  

Verifies surgical benefits for physician and ESSI (if needed) and contacts patients regarding copayments, co-insurance, and deductible information. Enters information in PM system accurately and in a timely manner.

Ensures patient referral source and co-care information is kept abreast of patient care by entering or submitting all new referring physicians to the Referral Management Department for entry in the provider database or attaching updated physician’s contact information to the patients’ electronic chart in all designated areas.

 Submits patients referred VIA fax/ Referring OD to the Referral Management Department. All scheduled patients must have their referral letters scanned into DM and noted in the system.

 Sorts mail and handles fax requests.

 Greets and directs patients, salespeople, and visitors.

 Contacts patients to confirm upcoming surgical procedure and goes over all necessary requirements and questions.

 Forwards on demand precertification and insurance verification requests to appropriate personnel.   

 Maintains and controls the release of information to authorized persons only.

 Maintains a neat and orderly work area.

 Orders, receives, and maintains office supplies and other surgical supplies such as folders and paperwork.

 Regular travel to satellite locations may be required.