Surgery Scheduler/Referral Specialist

ID

Category

Business Office

Position Type

Regular Full-Time

Department: Urology

Location: Eddy Street Campus – 211 N Eddy Street, South Bend, IN 46617

Hours: Full-Time; 40 Hours Weekly

At The South Bend Clinic, we strive for excellence—not just good enough. Every day, our dedicated team shows up inspired to exceed expectations, recognizing and celebrating the remarkable in everyone we encounter—inside and outside our workplace.

We're more than a healthcare provider; we're a partner in helping people live happier, healthier lives. We seek team members who share our relentless passion and pride for making a meaningful impact. We invest in your personal and professional growth, empowering you to fulfill your purpose and leave your mark.

We're committed to supporting our team members in every aspect of their lives with holistic benefits designed to help you thrive:

• Financial Wellness:

• Daily Pay: Access your earned wages when you need them.

• Tuition Reimbursement: Up to $5,250 per year to support your education.
• 401(k) Match: Plan for your future with our competitive matching program.
• 3-Year Vesting: Achieve full ownership of your retirement contributions in just three years.

• Health & Well-Being:

• Comprehensive medical and prescription coverage, including 100% coverage (after deductible) when using a Duly provider.

• Pet Health Coverage: Because your furry friends matter too.

• Work-Life Balance:

• Paid Volunteer Time: 40 hours of paid time off annually to give back to your community.

• Parental Leave: 12 weeks of 100% paid parental leave, plus adoption and surrogacy financial benefits for non-physician team members.

• Inclusive Culture:

• A workplace that prioritizes Diversity, Equity, and Inclusion (DEI) and is dedicated to making a positive social impact.

Surgery Scheduling Responsibilities:

• Schedules office and any other post-op care and procedures.
• Schedules hospital surgeries.
• Arranges assist if needed for specific surgeries.
• Pre-certifies surgeries and have patients sign office/hospital/facility forms.
• Ensure all patients have instructions for any preps/surgeries and document this in their chart.
• Prints recall list monthly and schedule patients for follow-up procedures.
• Handles phone calls from patients/family members regarding their surgeries.
• Keeps physician's calendar up to date with all procedures/surgeries.
• When scheduling surgeries give instructions for special equipment, personnel, including notifying drug representatives.
• Obtains current labs and x-rays prior to surgery and follows office protocol for pre-op testing.
• Keeps up to date record/surgery schedule in addition to placing in Epic.
• Documents informative messages for physicians utilizing the EMR system per departmental protocols.
• Ensures adequate supplies are maintained to continue uninterrupted workflow.
• Verifies demographic information, including insurance when scheduling surgeries/procedures.
• Reinforces instructions and explanations of surgeries to patients per physician protocol.
• Works with Practice Manager on obtaining block of time for physicians.
• Exhibits computer systems knowledge and proficiency as necessary to perform job functions.
• Demonstrates the attitudes and behaviors of The South Bend Clinic Service Standards.
• Performs other duties as assigned when appropriate.
• Adheres to HIPAA guidelines set forth in Clinic policies and procedures.

Additional Responsibilities (Other departments as required)

• Adequately schedules surgery procedures from Epic, fax, and by phone.
• Assembles patient chart according to specified procedures.
• Monitors block schedule and ensures accurate scheduling.
• Monitors schedule to prevent equipment conflicts.
• Coordinates EKG and required testing if patients need pre-op.
• Obtains current lab tests, orders, and x-rays and place in patients' medical record.
• Works with Surgery Director and/or Charge Nurse on obtaining block of time for physicians.
• Compiles necessary reports in regard to surgery scheduling.
• Assists with inventory and ordering of supplies.
• Responsible for verifying accuracy and completeness of medical records
• Cross trains with Patient Service Representative.
• Communicates with the Business Office in regard to verifying insurance and pre-certification of patients.
• Maintains good working relationships with all contacts.

Referral Specialist Responsibilities:

• Obtains insurance pre-certification for all office procedures, medications, infusions, injections, surgery, diagnostic testing, DME, imaging, and medications.
• Performs timely documentation of status work in applicable electronic platform.
• Schedules patient procedures and/or tests with appropriate departments including involved parties.
• Obtains referrals as necessary.
• Ensures patients are informed of scheduled tests/procedures and insurance requirements prior to completion.
• Assists in benefit verification with patient insurance company so patient knows ahead of time what they will be financially responsible for, where applicable.
• Coordinates precertification and authorization processes with scheduling staff so appointments can be made in a timely manner.
• Obtains any and all pertinent clinical health information to process authorizations, referrals, and precertifications.
• Reinforces instructions and explanations of tests/procedures to patients per protocol.
• Documents all pre-certifications/authorizations in appropriate electronic platform.
• Verifies demographic information, including insurance when scheduling and/or obtaining pre-cert.
• Handles phone calls from patients regarding their insurance requirements for tests/procedures if applicable.
• Compiles necessary reports regarding pre-certification.
• Communicates with Business Office regarding verification of complex insurance and precertification requirements.
• Maintains good working relationships with all contacts.
• Utilizes up-to-date coding information.
• Takes initiative to seek out tasks and duties or to assist others as necessary
• Exhibits computer systems knowledge and proficiency as necessary to perform job functions.
• Demonstrates the attitudes and behaviors of The South Bend Clinic Service Standards.
• Performs other duties as assigned when appropriate.
• Adheres to HIPAA guidelines set forth in Clinic policies and procedures.

Education/Certification/License:

• High school diploma or equivalent is required.

Knowledge, Skills, and Abilities:

• Previous experience in surgery scheduling is preferred.
• Must have prior computer experience.
• Position requires constant and frequent judgment and response.
• Must have excellent communication and grammar skills.
• Must be detail oriented.
• Must have good follow through, be able to multi-task, and possess sound judgment.