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Surgical Services Coordinator

4 months ago

Philadelphia, United States Penn Medicine Full time

**Description**

Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.

Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?

**Job Title**:Surgical Services Coordinator
**Department**:Surgery Cardiac Surgery HUP
**Entity**:CPUP
**Location**:Hospital of the University of Pennsylvania - 3400 Spruce St
**Hours**:Mon - Fri office hours per department needs

**Summary**:

- The Surgical Services Coordinator (SSC) assists the manager and/or physicians in maintaining patient/customer focus, supports the delivery or high-quality care, and assists in meeting or exceeding patient satisfaction and operational targets. In addition to performing the duties of the Surgical Services Associate (coordinating patient related activity for both outpatient visits and surgical procedures, phone calls, messages, authorizations and billing), the SSC will be expected to oversee the daily schedule and operations of an assigned area or group. The SSC serves as the APM/OpTime expert and the liaison between staff and Managers/Physicians to ensure daily performance expectations are communicated and met. In the absence of the manager, the SSC may take on additional responsibilities. Where applicable, this position is responsible for the management and coordination of care for patients within a specialized clinical program or across multiple surgical specialties.

**Responsibilities**:
Oversight and Lead Responsibilities:

- Independently owns, prioritizes and initiates implementation of assigned work functions
- Serves a point of escalation for Surgical Services team as needed.
- Participates in and supports select projects to be determined by leadership
- Evaluates and manages workload distribution of the Surgical Services staff where applicable
- May assist with recruitment, onboarding, performance evaluations and performance management of Surgical Services staff per practice needs

Clinical Duties:

- Greets, screens, schedules and directs patients in a prompt, positive, pleasant, and helpful manner at all times even in the most adverse circumstances; acts as primary point of contact for assigned patients.
- Retrieve and process incoming medical records/images, ensure scanning and physician review is completed. Ensure diagnostic testing and other evaluations are completed before visit.
- Assists attending physician and/or APP with patient relations and scheduling during outpatient office hours including traveling to clinic location when necessary.
- Provides coverage for practice team members during absences and/or staffing shortages.
- Schedules required procedures and OR for patients at attending physician’s direction.
- Coordinates all procedures that need to occur prior to scheduling surgery, including but not limited to the scheduling of ancillary tests, pre-operative testing, obtaining x-rays, scans, MRIs, lab results, EKGs for completion of pre-op packages.
- Responsible for the timely submission and posting of operative cases to the OR grid, accuracy of information and correct forms completed and signed.
- Process medication refill request, triaging to appropriate staff.
- Coordinates and schedules cases with medical equipment representatives as required in the OR.
- Communicates underutilization of OR block time in a timely manner to manager for appropriate redistribution

Admin Duties:

- Answer and screen all phone calls; responds to patient inquires and/or problems in timely fashion or takes appropriate messages/delegate to appropriate staff.
- Maintain multiple calendars/schedules, surgery schedule, office hours and meetings.
- Schedule travel and lodging for physician as well as completing submission of expenses for travel, subscriptions, memberships and books for re-imbursements in a timely fashion.
- Complete prior authorizations for medications.
- Complete medical record request
- Create/Edit and distribute letters per attending physician direction.
- Contributes in the design of practice operational changes by partnering with operations team.
- Trains and mentors new staff members; provides guidance on challenging scheduling issues prior to management escalation.
- Contributes to development of scheduling questionnaires and/or scheduling protocols.

Accountabilities:

- Takes on special assignments as required.
- Proficient in the use of all systems necessary for practice operations

Billing Duties:

- Ensure that all operative reports and encounter forms are turned in for billing within the designated timeframes.
- Maintains comprehensive knowledge of reimbursement coverag