Surgical Appointment Coordinator

2 months ago

Warwick, Rhode Island, United States Ortho Rhode Island Full time
Job Overview

The Surgical Appointment Coordinator plays a crucial role in the surgical scheduling department, aiming to enhance the patient experience through a collaborative approach to care. This position focuses on delivering personalized support to patients, facilitating their journey through the healthcare system, and fostering strong relationships between patients and providers.

Key Responsibilities:

Surgical Scheduling:

  1. Greet patients warmly, whether in person or via phone, and address inquiries or direct them appropriately.
  2. Coordinate the scheduling of surgical procedures for all physicians at designated facilities.
  3. Ensure the accurate ordering of necessary surgical equipment.
  4. Organize all pre-admission testing, laboratory work, and diagnostic imaging as required.
  5. Secure medical clearances from primary care providers and specialists as necessary.
  6. Verify that surgical cases are scheduled at the correct facilities.
  7. Maintain and update the surgical schedule on a daily basis.
  8. Communicate any changes to relevant departments and staff promptly.
  9. Ensure the completion of health assessments and consent forms for each patient.
  10. Confirm and finalize surgical cases the day before the scheduled procedure.
  11. Distribute the daily surgical schedule to physicians, including any required patient documentation.
  12. Uphold accountability by following through on commitments made to patients.
  13. Assist physicians with the submission of billing documentation.
  14. Engage in effective communication with patients, clinical staff, and physicians.

Surgical Authorizations:

  1. Review and verify the accuracy of information related to precertification and prior authorization requests, along with supporting documents.
  2. Upload authorization numbers, timeframes, and supporting documentation into the electronic health record (EHR) system upon confirmation of authorization.
  3. Monitor and track authorization requests and their expiration dates.
  4. Obtain prior authorizations for necessary preoperative imaging studies.
  5. Utilize eligibility and registration software effectively.
  6. Send clinical documentation to insurance providers as required.
  7. Document accurately in the EHR system, adhering to established guidelines.
  8. Update facilities regarding patient authorization statuses and confirm receipt of authorizations.
  9. Facilitate peer-to-peer communications as needed.
  10. Prepare and send appeals when necessary.
  11. Maintain effective communication with clinical staff and facilities regarding authorization statuses.

Additional Duties:

  1. Adhere to HIPAA and OSHA regulations.
  2. Contribute to the ongoing development of the department.
  3. Perform other related duties as assigned.

Qualifications:

  1. High School diploma or equivalent.
  2. 2 to 3 years of experience in a medical office or practice setting.
  3. A combination of education, training, and experience that demonstrates the ability to fulfill the responsibilities of the position.
  4. Familiarity with Electronic Medical Records systems.

Physical Requirements:

  • Mobility is required, including frequent walking, standing, and sitting, along with some bending, stooping, stretching, and occasional lifting of up to 50 lbs.
  • Regularly required to converse and hear.
  • Normal (corrected) vision is necessary.
  • Coordination and manual dexterity are essential for operating office equipment.

Work Environment:

This position is based in a professional office setting, utilizing standard office equipment such as computers, telephones, photocopiers, and filing cabinets.

Position Type:

This is a full-time role, with typical working hours from Monday to Friday, 8:30 a.m. to 5 p.m., subject to the company's scheduling needs.

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