Surgical Scheduling Coordinator

2 weeks ago

Flagstaff, Arizona, United States Northern Arizona Healthcare Corporation Full time
Job Description

Overview

This role primarily focuses on the coordination of surgical schedules and the auditing of medical records. Responsibilities include identifying billable procedures, managing supplies and implants, and ensuring accurate charge entry to facilitate precise billing processes. The position requires direct interaction with patient demographic and procedural data through the Cerner Scheduling systems. Additionally, this role serves as a liaison with surgical and provider offices to gather essential information regarding requested services, ensuring meticulous documentation in the encounter database and scheduling software.


Key Responsibilities

Surgical Coordination
* Ensure that all system documentation related to surgical and anesthesia services is accurately entered, reflecting patient selection, order documentation, equipment reservations, and related appointments.

* Validate preference cards against surgical orders for accurate identification and selection.

* Navigate web-based applications to initiate and document surgery orders, pre-admission testing, and special equipment reservations.

* Conduct necessary notifications to secure required implants, equipment, supplies, and personnel in a timely manner.

* Schedule emergency and state procedures, coordinating effectively with all relevant departments.

Charge Validation and Entry
* Confirm SurgiNet implant documentation against Vendor Implant Invoices and surgery charges, investigating discrepancies to ensure accuracy.

* Identify billable procedures and supplies from documentation and enter the correct charges accordingly.

* Perform audits of SurgiNet and anesthesia records, addressing missing or incorrect data and coordinating with relevant personnel to ensure timely claims processing.

* Manage inventory and billing of wound vacs throughout the organization.

* Utilize clinical documentation and medical terminology to accurately assign charge descriptions for implants, supplies, anesthesia services, and procedures.

* Maintain effective communication and documentation to support operations within the team and across departments.

* Plan and execute assigned Date of Service audits, ensuring correct charge entry for surgical implants, supplies, and procedures.

* Review records for completeness, accuracy, and compliance with regulations.

Administrative Duties
* Schedule surgical, obstetric, and endoscopy procedures, including necessary pre-admission appointments.

* Collaborate with various departments including Surgical Services, Anesthesia, and Radiology regarding surgical scheduling.

* Prepare reports for management and clinical teams as required.

* Provide confidential administrative support to management and clinical teams.

* Gather, revise, and enter data utilizing departmental statistics and units.

* Perform clerical tasks such as ordering, keyboarding, scanning, filing, photocopying, and transcribing.

* Maintain current document control files and support the organization’s communication standards.

Operational Responsibilities
* Greet customers using established service guidelines in person and over the phone.

* Manage incoming administrative calls, effectively communicating with callers to assess their needs.

* Operate computer systems to retrieve information and respond to inquiries.

* Maintain current department standards and communication boards.

Compliance and Safety
* Report safety-related incidents promptly and participate in safety training programs.

* Adhere to state and federal regulations and company policies affecting the role.

* Ensure all required certifications and licenses are current and valid.

* Complete mandatory training modules within specified timeframes.


Qualifications

Education
High School Diploma or GED - Required

Associate's Degree - Preferred


Experience
2 years of experience in hospital, operating room, or surgical scheduling - Required

2 years of customer service experience - Required

Demonstrated understanding of medical terminology - Required

Chart auditing and coding experience - Strongly Preferred

Proficiency in Microsoft Windows and MS Office products - Preferred

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