Administrative Assistant/surgical Coordinator

2 weeks ago

East Providence, United States University Orthopedics Full time

**Job Title**: Administrative Assistant/Surgical Coordinator

**Reports to**:Administrative Manager

**General Summary of Duties**: Responsible for performing a variety of duties specific to the appropriate scheduling of surgical cases for the Physician. Exceptional organizational skills and people skills are needed.

**Principle Duties and Responsibilities**:

- Contact patients for scheduling, review of history and medications to determine and discuss any required preoperative testing or education.
- Ensure that all appropriate paperwork is completed prior to the scheduling procedure.
- Ensure accuracy of patient registration and scheduling.
- Ensure correct codes and patient information is provided to OR booking offices.
- Appropriately coordinates number and length of cases booked per OR session.
- Ensure timely updating of provider’s calendar, to ensure accurate OR and office schedule, calls, conferences, and departmental obligations. Communicates these changes to Administrative Manager, Site Manager, and COO.
- Responsible to obtain appropriate referrals and authorizations for office visits, procedures, and surgeries on the physicians/providers' schedule.
- Establishes and maintains effective relations; exhibits tact and consideration; offers assistance and support to co-workers; works cooperatively in group situations; works actively to resolve conflicts.
- Ensure appropriate testing is performed prior to procedures including lab work, clearance from patient’s primary medical physician, etc.
- Contact insurance companies to obtain pre-authorization as required.
- Correspond with appropriate billing staff regarding patients scheduled and need for contact regarding deductibles or payments due prior to surgery.
- Communicate all necessary information to patients regarding arrival, pre-and post-op instructions, and appointments required for their procedure.
- Assists with general office work such as mail, filing, forms completion.
- Key player in the training process for other Admins and front desk staff.
- Functions in a collaborative way, including training (when necessary) other UOI employees including call center, reception, and other Administrative Assistants.
- Answer and triage patient phone calls.
- Additional duties as assigned by the Manager to meet department needs.

**Requirements**:

- High school diploma or equivalent required.
- Administrative and organizational skills to coordinate patient-care activities.
- Excellent telephone manner and the ability to communicate effectively with patients, coworkers, and other physician offices.
- Organizational skills to triage patients appropriately for required testing, visits, surgeries, and other encounters.
- Knowledge of MS Office and EMR systems/Practice Management Systems.
- Ability to maintain confidentiality.
- Attention to detail.
- Must be able to travel to all sites if/when necessary.

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