Administrative Coordinator Senior - OBGYN - Mason 201 - Full Time - Days

Maintain an active, accurate, and operational surgery schedule by coordinating all surgeries and procedures for all providers in our group. Work closely with providers, patients, hospital staff, and staff to ensure care is addressed. Work in Epic to schedule per providers request, updating excel tracking, and Microsoft. Prepare and provider pre-surgical packets for patients with necessary instructions. Maintain patient confidentiality.

Scheduling Accuracy
• Schedules elective and urgent cases appropriately via telephone and fax from physicians, physician`s offices and hospital staff
• Understands EPIC/OP-Time scheduling function and importance of accuracy and impact of incorrect information. Must read back and verify all information given verbally (phone calls) and review written information (faxes) to determine accuracy; making notation R/V or WO on each case.
• Schedules surgical cases/procedures for The Christ Hospital Surgical Center
• Schedules within guidelines unique to each surgical services including availability of specialty suites, resources and equipment, other department support and physician preferences.
• Keep track of unavailable equipment
• Schedule procedure lengths according to request and utilization of expert knowledge of case times.
• Schedule procedure matched to appropriate physician preference card utilizing medical knowledge and physician file. Gather appropriate information of new procedures so new cards can be created.
• Contact appropriate resources when equipment conflicts arise to determine if case can be scheduled.
• Contact appropriate people when special requests are made for procedure
• Utilize comment field and key for communication to assist surgical team in case preparation and patient safety.
• Schedules jointly with other departments when support and resources are needed from other department.
• Schedulers must possess effective communication skills and excellent customer service skills.
• Answers phone promptly within three rings, identify department and self
• Give priority to physician calls
• Maintain other back line for managers and physicians
• Assists and directs all callers to appropriate department.
• Checks physician delineation of privileges to verify certifications and scope to perform appropriate procedures
• Schedules according to block time and monitors early case starts and late cases to insure adequate surgical team coverage.
• Monitors open available time to accommodate physician and patient requests and schedules
• Maintain block booking assignments in EPIC

Financial
• Schedulers understand the importance of collecting information to verify patient identification, procedure, anesthesia type, patient type, insurance type and appropriate coding in EPIC.
• Collection of CPT and ICD10 codes is done to determine insurance coverage and compliance
• Resolution must be made of any ABN issues
• Create guarantor account for new patients and be aware of different insurance coverage
• Remain current on insurances accepted at TCH and notify insurance verification department if issues
• Notify financial counselors of self-pay patient
Remain current on necessary forms and consents needed for certain procedures for hospital to receive reimbursement

Environment
• Provide and promote unit safety
• Safety hazards are corrected and reported to appropriate person
• Returns to area promptly in case of patient emergency, fire, or disaster and reports to person in charge
• Maintains orderliness, efficiency and cleanliness of workstation
• Dispose of and order office supplies as needed
• Dispose of confidential paperwork as necessary

Other Duties
• Communicates with staff to insure adequate office coverage
• Perform other duties as assigned within scope of job description
• Rotates weekly the overseeing of the daily schedule
• Reviews schedule for any issues for following day
• Provides weekly schedules as requested
• Call physician offices when questions arise regarding surgery schedule

Education: High School diploma or equivalent required.

Years of Experience: At least 1 year surgery scheduling experience.

Required Skills and Knowledge: Excellent typing, transcription, knowledge of office and business practice, knowledge of scheduling in Epic. Time management; organization skills, and excellent computer skills including knowledge of Microsoft Office (Word & Excel) and Outlook scheduling software. Strong knowledge of medical terminology, surgical procedures, diagnosis and basic human anatomy. Strong analytical skills, showing initiative and independent judgment while maintaining close association with team member. Excellent communication skills and able to develop working relationship with physicians and offices. Able to work under pressure in busy environment with frequent interruptions. Maintain confidentiality of all patient information. Knowledge of health insurance coverage and requirements. Ability to use Internet Access and utilize third party payer systems for eligibility and verification.

Licenses & Certifications: None