Medical Surgical Scheduling Specialist Orthopedics and Sports Medicine

POSITION SUMMARY

Responsible for scheduling surgical and medical procedures as well as diagnostic testing, within both the in-patient and out-patient settings. This involves coordinating with hospital and practice personnel, obtaining pre-authorizations, writing and communicating surgery orders, and providing information and education to patients regarding pre and post op instructions and the procedure and/or test. Ensure all appropriate clinical, insurance coding and patient information is gathered prior to the patient’s visit and schedule post op visits/testing as needed. Actively participates as a member of the healthcare team to engage patients, families and caregivers in the coordination of patient care. Perform various administrative duties such as patient registration, scheduling, answering telephones, making copies and maintaining supplies.

MINIMUM REQUIREMENTS

Education:

1. High School diploma or equivalent required.
2. Associate’s Degree or completion of a Medical Office Professional program required.

Experience:

1. Two years of experience in a medical practice or clinical setting may be accepted in place of the required Associate's degree or completion of a Medical Office Program. (Experience in a medical practice or clinical setting must be 24 out of the past 36 months)

Knowledge, Skills, Abilities:

1. Excellent interpersonal skills are essential.
2. Knowledge of physician office procedures, medical terminology, ICD-10 and CPT coding guidelines, Electronic Health Records (EHR).
3. Understands insurance guidelines and requirements for referrals and authorizations.
4. Familiar with all applicable medical laws and regulations regarding dissemination of patient information.
5. Demonstrated problem solving ability, strong organizational skills and attention to detail.
6. Working knowledge of office equipment such as copiers, fax machines, telephones and computers.
7. Ability to sort and file materials by alphabetic and numeric systems.
8. Ability to speak clearly and communicate effectively and to read, understand and follow written and verbal instructions.
9. Ability to record messages and patient data accurately, including use of appropriate grammar and spelling.
10. Ability to prioritize work and multi-task.

License/Certification/Registration:

None

SUPERVISION RECEIVED

Receives general supervision from the Practice Manager.

SUPERVISION GIVEN

None



ESSENTIAL FUNCTIONS

1. Coordinates and schedules surgeries and diagnostic studies, both in-patient and out-patient, as well as office procedures.
2. Coordinates the preparation of all necessary patient records and documentation needed prior to the service and forward to the appropriate procedure location.
3. Prints, organizes and/or gathers results from outside labs, procedures and other necessary documentation (such as medical device reports) for review prior to service by the providers.
4. Obtains authorizations via on-line systems from third party payers for scheduled procedures, devices and medications.
5. Maintains a strong understanding of insurance requirements for a wide variety of procedures.
6. Schedules and obtains necessary clearances for patients including follow up to ensure that the patient has been cleared for the scheduled procedure.
7. Provides instructions to patients on the preparation requirements for office and hospital procedures and testing.
8. Communicates and ensures adherence to all medical protocols that are required, both pre- and post- procedures/testing. For example, monitor Glucophage both pre and post IV treatment or testing, informing provider and patient of levels.
9. Assists with office administered medication authorization including determining where the medication must be ordered, following through with the order and ensuring the patient has the appointment in the correct time frame.
10. Assists with billing related activities as needed such as researching missed charges and obtaining information to process claims or resolve denials.
11. Answers telephone calls, registers patients, schedules office visits, takes messages, responds to inquiries and transfers calls as appropriate. Responds to emergency calls per established procedures.
12. Receives and routes messages and medical documents such as laboratory results, radiologic results, cardiology testing results and new patient information to the appropriate staff.
13. Coordinates with hospital personnel and participates, as needed, in monthly meetings regarding patient care.
14. Enters orders to be approved by providers for labs and other testing for pre- and post- procedures.
15. Processes reporting to ensure that patients have had their prescribed therapy including follow up with the patient or other offices and documenting this in the Electronic Health Record.
16. Coordinating schedules between doctors and facilities, as well as with office to accommodate any changes.
17. Identifies scheduling barriers and implements solutions to improve scheduling results based on predetermined goals
18. Transmits correspondence and medical records by mail, e-mail or fax as directed.
19. Enters information questionnaires completed by patient.
20. Manages task Lists, including all necessary follow up.
21. Maintains adequate scheduling supplies as necessary.

NON-ESSENTIAL FUNCTIONS

Performs related and miscellaneous duties as assigned.