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Summary of Responsibilities:
The Surgical Supervisor is responsible for supervising all surgical scheduling activities, including patient and physician surgical scheduling to support the needs of the practice and the providers. Supervises surgical team members to ensure quality patient care and maximum team efficiency. The Supervisor may handle any number of varied tasks throughout the day. Assignment of tasks on a day-to-day basis may change.
Performance Requirements:
- Must be able to complete all tasks for Surgical Coordinator I, II and III, including ability to schedule any specialty procedure and/or surgery at any facility.
- Must have a high level of interpersonal skills to handle sensitive and confidential situations. Strong decision-making skills are required.
- Demonstrated ability to lead administrative staff as well as collaborate with external agencies.
- Excellent written and verbal communication skills are required. Communication must be with tact and diplomacy.
- Strong skills in organizing, planning, and prioritizing using initiative.
- Ability to be held accountable for accomplishing a variety of activities in support of the surgical side of the practice.
- Skill in assigning work and monitoring performance.
- Knowledge of OCB policies, procedures, and systems.
- Interfaces with ASC leadership to address scheduling requests, wait list management, volume expectations, and block time utilization and planning.
- Ability to meet volume thresholds of block time utilization for each provider in each ASC.
- Train staff on various ASC policies and guidelines and audits work completed by coordinators.
- Provides regular feedback to staff on accuracy of scheduling, chart preparation and patient communications.
Example of Duties:
- Providers high-level surgical support to physicians, acting as an expert resource in all surgical matters.
- Delivers exceptional customer service to patients, providers and team members.
- Plans, monitors, adjusts, and maintains complete surgical calendar for physicians. Interfaces with physicians and represents practice needs.
- Supervises all aspects of surgical scheduling for physicians, including retrieval of medical testing, and scheduling all post-operative appointments for the patient.
- Negotiates and monitors block time operating room time with surgery center staff. Functions as the liaison between the patient, the surgeon, and the surgical center staff.
- Places orders in Epic
- Serves as primary liaison between the Practice Manager and Surgical Coordinators I, II, III.
- Evaluates performance and recommends merit increases, promotions and disciplinary procedures.
- Supervises and conducts pre and post operative counseling of surgical patients and assuring that all vital information is given and understood.
- Recognizes, evaluates, solves problems, and corrects errors related to scheduling activities. Plans and evaluates workflow and implements improvements.
- Continually monitors commitments and deadlines to facilitate the patient through the surgical process.
- Continually monitors physician’s surgical schedule to ensure the most efficient use of surgical time.
- Selects, trains, develops, and evaluates the performance of surgical staff members. Communicates expectations, promotes professionalism, leads team positively to maintain high morale.
- Collaborates with Practice Manager to establish long range plans and resolve issues. Provides management support to team on behalf of Practice Manager as needed.
- Acts as liaison with other departments and outside agencies, including high-level staff such as COO, and Vice Presidents, etc. Handles confidential and non-routine information and explains policies when necessary.
- Participates in team meetings to provide input on surgical scheduling workflows, audits, and challenges.
- Leads surgical team meetings with other departments within OCB.
- Coordinates all surgical co-management documentation with OCB billing department manager.
- Performs tasks on an as needed basis as assigned.
- Maintains strictest confidentiality. Routinely exercises discretion and independent judgment in responding to diverse administrative demands in a medical practice.
- Performs related job duties as required.
Education and Experience:
- At least five years’ experience in a high-volume medical environment, with supervisory experience preferred.
- Bachelor’s degree preferred.
- At least one year’s experience working in a busy ophthalmology practice.
- Experience using electronic medical records, specifically Epic preferred.
- Experience answering a high volume of patient calls.
- Strong verbal and written communication skills, as well as attention to detail.
- Ability to work in Microsoft Outlook, SharePoint & Teams with a strong knowledge base of all three.
- Advanced skill in multi-tasking and ability to prioritize functions based on business need.
- Ability to work with difficult people in challenging, sometimes stressful, situations.
Benefits Offered:
- Health & Dental Insurance- eligible 1st Day of Employment
- Paid time off and Paid Holidays
- Health & Dependent Flexible Spending Accounts
- 401(k) Plan with Company Match
- Company paid Life and Long Term Disability Insurance
- Employee Discounts
To find out more about OCB, please visit our website at www.eyeboston.com.
OCB is an Equal Opportunity Employer.
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