Surgery Scheduler/Medical Assistant

Job Description

Title: Surgery Scheduler/CMA

Location: 1111 Leffingwell Ave. NE, Grand Rapids, MI 49525 (Candidates must be located in Michigan or be willing to relocate.)

Hours: Full-Time - Typical schedule is 8:00AM-5:00PM, Monday-Friday. (Start and end times may vary slightly depending the on patient schedule for the day.)

Work Environment: Onsite

About Us

Orthopaedic Associates of Michigan (OAM) is proud to be West Michigan's most established orthopaedic practice. Our physicians and team members provide exceptional, individualized care for patients of all ages. As the most comprehensive independent provider of musculoskeletal care in the region, we provide total care from diagnosis, to treatment, and all the way through rehabilitation.

Patients at OAM will have access to our Specialized Surgeons, Physical and Occupational Therapists, MRI and X-ray services, and orthopaedic bracing. Patients are also able to receive care from our Bone Health Clinic, OAM Now Urgent Orthopaedic Care Clinic, and Surgery Center at MidTowne – all of which are committed to optimizing their treatment outcomes.

Our teams work together to maximize and adjust treatment quickly and easily, resulting in a smoother, faster recovery for patients. From neck to toe, and from traumatic injuries to chronic conditions, patients will receive compassionate care that will allow them to embrace their full potential. Patient goals are our goals – we will restore their health so they are functioning as fully as possible in the activities they love at home, work, and in everyday life.

Position Summary

As a Surgery Scheduler/CMA at OAM, you will be responsible for scheduling patients' procedures with our providers. You will work with patients both in person and over the phone to gather the necessary information that will ultimately set them up for a successful surgery. This role requires that you can work in a fast-paced environment while still maintaining the utmost attention to detail. Your ability to be flexible and navigating ever changing schedules will be a huge contributor to your success as a Surgery Scheduler.

Essential Responsibilities

• Schedule all surgeries and post-operative appointments for assigned providers.
• Work within surgery block times and move or reschedule patients as needed (i.e. if emergent case arises, if labs are not back in time, etc.)
• Educate patients on all surgical procedures to ensure they have a complete understanding of what is needed and expected of them and from the provider.
• Maintain scheduling packets and patient education materials so that comprehensive, quality copies and records are always available.
• Answer patient questions regarding care within the physician guidelines.
• Facilitate all necessary communication with patients and third party providers to ensure that OAM providers have access to any needed information and documentation prior to surgeries.
• Review patient medical history and report any potential issues or concerns to appropriate parties.
• Obtain needed documentation (i.e. operative reports, implant records, etc.) necessary for surgery.
• Obtain, review, and send any H&Ps and medical clearances.
• Complete and review boarding slips and surgical order sheets. Send any necessary information to the appropriate facility.
• Notify appropriate parties about any equipment/products needed for implantation or removal.
• Order and schedule outside studies and make referrals as ordered by the physician.
• Obtain appropriate authorizations.
• Confirm surgery schedules with all appropriate parties and facilities.
• Check patient charts that have upcoming procedures scheduled to verify that all preoperative requirements are met, the correct labs and test results are documented, times are up to date on the schedule, etc.
• Call patients the day before their surgery to confirm their arrival time.
• Answer calls in the telephone triage and return voicemails as needed.
• Enroll patients in the patient portal and educated them on how to use it.
• Educate and reinforce the importance of the Physicians' instructions to patients (i.e. activity limitation, wound care, braces, studies/blood work, medications, medical equipment, etc.)
• Maintain the strictest confidentiality by following HIPAA and OAM guidelines and procedures.
• Maintain a professional, courteous, and calm manner at all times.
• Maintain the strictest confidentiality by following HIPAA and OAM guidelines and procedures.
• Maintain a clean and organized work space.
• Other duties as assigned by management.

Required & Preferred Qualifications

Education, Training, and Experience:

• Required:
• 2+ years of experience working in the healthcare field.
• Graduate of an accredited Medical Assistant program or equivalent coursework in nursing or health care.
• Experience working with Electronic Medical Records.
• High School Diploma/GED.
• Preferred:
• 1+ years of Medical Assisting or other applicable patient care experience.
• Experience scheduling orthopedic surgeries.
• Experience working in NextGen.

Specific Skills, Knowledge, and Abilities:

• Exceptional customer service skills.
• Strong verbal and written communication skills.
• Ability to multi-task while remaining very detail-oriented in a fast-paced environment.
• Highly organized and self-motivated; able to work independently.
• Comfortability with de-escalating upset patients.
• Great problem solving and critical thinking skills.
• Knowledge of HIPAA guidelines and requirements.
• Must be computer savvy and proficient in MS Office.

Motor, Sensory, and Physical Requirements:

• Ability to sit for long periods of time.
• Frequent bending, stooping, lifting, and reaching required.
• Manual dexterity required to operate modern office equipment.
• Must have normal or correctible range of hearing, speech, and eyesight.