Surgery Coordinator – Lead

SUMMARY:

To coordinate pre-admission testing schedules, OR times, and schedule changes with planned requests for perioperative services. Staff is primarily assigned to inpatient or ambulatory coordination of scheduling for the operating room, ASC, GI/Endoscopy, and Pre-admission testing. Leads a team of schedulers, providing guidance as needed.

STATUS: Full Time

DEPARTMENT: Genesee Valley Cardiothoracic

LOCATION: 1415 Portland Avenue

CT Surgery Only:

In addition to performing the role of a Surgery Coordinator, the Lead provides leadership and assists in facilitating the workflow for the team of Surgery Coordinators. Coordinates surgery scheduling for multiple physicians in busy surgery practice. Includes but not limited to scheduling pre-admission history and physicals, patient appointments, OR times, Covid Testing and beds with planned requests for hospital services, diagnostic procedures and daytime add on cases or in-house procedures. Schedule and coordinate surgery cases and procedures with other physician specialty practices and departments including vendors. Required to perform secretarial duties in support of general medical office duties.

Key Responsibilities

• Training of all new staff and making sure they are provided with a training and set up to have access to all insurance companies.
• Through mentoring, coaching and positive reinforcement, provides leadership/direction and assists in facilitating the workflow for a team of Surgery Coordinators, to ensure duties are completed timely and accurately while meeting regulatory standards.
• Meetings with Practice Manager and disseminating information to Surgery Coordinators.
• Performs most complex tasks or procedures.
• Communicate with patients whether in person or via the telephone. May need to facilitate with scheduling timely and efficient transportation for patients to/from procedure. Prepares patient chart for office visits including retrieving info from PCP or referring docs.
• Resource to staff and collaborating departments in resolving complex issues and by providing technical skills.
• Provides coordination of surgery to be performed with physician, patient, facility and vendor (if needed) and coordinates the daily History and Physical (H&P) schedule with the Lead Nurse Practitioner ensuring accuracy and making changes as necessary. Arrange tests/referral as ordered by provider. Coordinates surgery clearance appointments necessary between patient, departments, other providers and/or PCP. Contacts the patient and notifies them of the scheduled procedure and all necessary pre-op instructions. Informs hospital the arrival times of each scheduled patient and faxes this information.
• Obtain referrals/updates from Insurance including Insurance verification Obtains surgery procedure and diagnosis codes to properly authorize/pre-certify surgery. Verify patients Demographics/Insurance for all scheduled OP/IP Surgeries. Confirm proper Authorization on file for OP/IP Surgery. Verify correct CPT Code being used for scheduled Surgery. Completes pre-certification/authorization with the patient’s insurance company providing any necessary documentation. Schedules peer to peer with provider if necessary. Document in case/chart authorization/pre-certification once received along with contact information of the person spoken to.
• Contact the Hospital financial department to obtain pricing for out-of-network and self-pay patients.
• Provides support to physician, clinical and clerical team members with questions and scheduling challenges.
• Enters each surgery in the Surgery Booking and keeps spreadsheets up-to-date with correct surgery dates and times for OR.
• Assists in reviewing and revising policies and procedures pertaining to scheduling function.
• Review/resolves charge review work queues for assigned sites for completeness and accuracy
• Reviews/resolves claim edit work queues completeness and accuracy. Charge Capture and Reconciliation including checking documentation for charges entered
• Daily verification of add on cases performed after hours and confirm surgeries performed as scheduled to facilitate accurate billing.
• Review OR schedule against office physician schedule for accuracy, update EMR system as procedures are scheduled.
• Advises supervisor and collaborates on solutions to observed delays or failure to follow procedures on the part of staff.
• Communicates through EMR with providers and other departments with pertinent information related to surgery cases if needed. In-basket management and Telephone Encounters
• Acts as regional liaison for RRH affiliates and regional sites that need assistance with coordinating procedures. May need to obtain records from affiliates and sites not on EMR.
• Prioritize and distributes tasks associated with the scheduling process to staff and monitors adherence to established time deadlines and procedures.
• Performs other responsibilities as necessary to ensure efficiency within the practice.
• Maintains operational knowledge of department equipment: telephones, computers, faxes, copier, printers, etc. 
• Maintains statistical data which is shared with colleagues, providers, and outside sources

Minimum Qualifications:

• Bachelor’s degree in business, social sciences, human resources, or equivalent preferred. An equivalent combination of education and experience will be considered.

Desired Attributes:

• Three plus years of relevant healthcare experience preferred
• Strong analytical, computer, organizational, customer service and communication skills.
• For the transportation departments, knowledge of IDX and CCS is beneficial.
• Strong written and verbal communication skills

EDUCATION:

LICENSES / CERTIFICATIONS: 

PHYSICAL REQUIREMENTS:

S – Sedentary Work – Exerting up to 10 pounds of force occasionally Sedentary work involves sitting most of the time, but may involve walking or standing for brief periods of time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Any physical requirements reported by a prospective employee and/or employee’s physician or delegate will be considered for accommodations.

Rochester Regional Health is an Equal Opportunity/Affirmative Action Employer.

Minority/Female/Disability/Veterans by a prospective employee and/or employee’s Physician or delegate will be considered for accommodations.

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