Office Admin Associate

The Procedural Scheduler primary responsibility is to ensure, organize, and maintain an active, accurate, and operational surgery schedule by coordinating all surgeries and endoscopy procedures for the Divisions of General amp;

Gastrointestinal Surgery amp; Colon and Rectal Surgery. Responsibilities include coordinating surgical procedures with multiple hospitals and ambulatory surgery centers, scheduling and coordinating pre-operative testing, communicating surgery orders, and collecting necessary documentation for surgeries.

This individual works closely with patients, physicians, staff and operating room pavilions to provide accurate, timely, and responsive scheduling.

This position will provide support to physicians and patients by coordinating their requests and satisfying their needs in one transaction.

Solves routine and complex customer problems and knows where to direct customers to address specific questions. Communicates regularly with clinical staff, medical secretaries and staff within the product / service line to ensure customer and department staff needs are met including, but not limited to, maximizing the departments OR block time utilization.

Always creates a positive first impression.

MINIMUM REQUIRED QUALIFICATIONS

High School diploma or GED. Certification or vocational training may be required. Associate degree in relevant field may be preferred.

2 years of relevant experience required. 4-6 years of relevant experience preferred.

Function : Finance

Sub-function : Revenue Cycle

Career Level : T3

Duties and Responsibilities :

Independently manages master surgery schedule for all OR amp; Endoscopy locations and is responsible for keeping both IHIS and Outlook Calendars current for surgeons across the Divisions of General amp;

Gastrointestinal Surgery amp; Colon and Rectal Surgery. Determines order of cases according to criteria supplied by the attending physician.

Manages OR block schedule time by utilizing all sessions. Responsible for offering previous scheduled block time to another surgeon within the department or releasing it back to the OR to be utilized by other surgeons in the division.

Schedules patient pre-operative appointments, surgeries, and outpatient procedures for the Division of General amp; Gastrointestinal Surgery amp;

Colon and Rectal Surgery outpatient clinics Interacts with patients, physicians, vendors and other staff both within the clinic and at outside facilities providing accurate, timely and responsive information.

Coordinates processes and routes all paperwork as required to meet physician and facility requirements. Posts cases while complying with scheduling procedures for each surgical facility.

Works with internal stakeholders on issues related to / surrounding a patients insurance coverage to ensure an appropriate service quote, pre-certification amp;

registration. Ensures that the correct C PT / IC D-9 codes are selected and utilized for preauthorization of surgeries. Coordinate surgeries / procedures based on physician volume maintaining appropriate standard turn-around times.

Provide information and updates in regards to patients surgery schedules. Ensures pre and post-surgical appointments with surgeons and that all necessary tests have been completed.

Schedules, reschedules and coordinates patient appointments across multiple departments. Provides non-clinical patient and visitor information as requested.

Explains and answers questions regarding Health System policy, parking, and other available services. Refers patients and visitors to other departments and serves as a liaison to other departments when appropriate.

Ensures efficient communication with providers and patients. Documents work processes as required. Notifies OR in a timely manner during downtime or when time cannot be utilized.

Follows all written protocols and procedures of the clinic. Demonstrates courtesy and helpfulness toward patients and their families.

Identifies scheduling barriers and implements solutions to improve scheduling results based on predetermined goals. Must be able to recognize and respond appropriately to urgent / emergent situations per protocols.

Establish and maintain effective working relationships with physicians, staff, and management. Follow surgery center / hospital precautions and procedures in the performance of all job duties to ensure a safe work environment.

Adhere to policies regarding safety, confidentiality and HIPPA guidelines. Attendance, promptness, professionalism, the ability to pay attention to detail, cooperativeness with co-workers and supervisors, and politeness to customers, vendors, and patients.

Demonstrates positive attitude and team orientation. Resolves complex customer issues in timely manner with high degree of satisfaction.

Reports to management any situations that appear to be signs of discontent on the part of the patient / relative or hospital staff that may affect the departmental goal of providing quality customer service.

Ability to collaborate across departments and build effective relationships with internal and external customers to achieve goals.

Ability to achieve team goals while demonstrating organizational values and utilizing resources responsibly Ability to work independently on assigned tasks as well as to accept direction on given assignments.

Deals with confidential information and / or issues using discretion and judgment. Exhibit high level of quality through attention to detail and monitoring of work.

Works with department billing staff to investigate all denials, and with assistance from provider, resubmits appeals as necessary.