SUMMARY: The Surgery Coordinator is accountable for coordinating services for surgical patients being treated by the physicians or providers within the clinic. This position coordinates care by following guidelines established by each patient’s insurance carrier so appropriate reimbursement is received.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
 

1. Acquires and maintains knowledge of HIPAA privacy requirements as it relates to job duties. Contribute to building a quality work environment. This position fulfills this organizational responsibility by following the work rules as spelled out in the employee handbook, working effectively with others in the organization, sharing information to enable others to do their jobs, displaying a service orientation when working with external customers/clients, representing the company effectively in public settings.

1. Initiates coordination of surgical procedures with patients, hospitals or ambulatory surgical centers, and primary care physicians. Schedules cases into Epic and specific facilities OR’s. Maintains communication with OR locations for updating provider time off, requesting block time, releasing unused block time, updates on outside facility protocol, and keeping an accurate gauge on surgeon specific case times to make sure cases are booked appropriately. Build and maintain scheduling templates for surgeons OR schedules. Coordinate scheduling with outside co-surgeon weekly to book anterior-posterior cases. Work with equipment reps and neuromonitoring reps to schedule them on cases as needed.

1. Maintain knowledge of new procedures our providers perform to better facilitate case organization between all entities.  Work with surgeons individually to establish preferences and protocols for each surgery center.

1. Obtains precertification/preauthorization from the patient’s insurance carrier for scheduled surgical procedures, and counsels the patient on their obligations to follow insurance guidelines for maximum benefit. Documents all authorization information in Epic.

1. Responds to inquiries from patients, insurance carriers, hospital personnel, and other physicians regarding scheduled procedures. Maintains good communication with the patient, physician, other departments, surgical facilities, and payers.

Job Description
Care Coordinator
(Continued)

1. Maintains good communication with other co-workers, physicians, patients, and hospitals regarding schedules.

1. Maintains physician waiting lists for earlier appointment per patient requests.

1. Maintains computerized scheduling template for multi-specialty clinics, keeping track of medical staff vacations and meetings.
   

2. Pull and file surgery cases for 1 full year every month.
   

3. Schedule neuromonitoring through multiple companies.
   

4. Complete paperwork for all surgeries/facilities.
   

5. Order type/cross and type/screen for ambulatories.
   

6. Obtain, load, and fax authorization information to EPIC and other facilities.
   

7. Obtain records.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. The coordinator must be highly professional and caring in dealing with patients.  Adherence to the HIPAA privacy requirements in the performance of his or her duties as an essential function of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE: Medical terminology and experience in clinical or hospital scheduling setting necessary. Previous experience in surgery scheduling and preauthorization/precertification helpful. Previous experience with CPT-4 and ICD-10 coding helpful but not required. Basic computer knowledge and key boarding skills required. Excellent customer service skills are necessary in coordinating patient care.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. This position requires frequent position changes including bending, stooping, and stretching and extensive work on a computer and telephone. It may involve lifting supplies up to 30 to 40 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The surgery coordinator must be comfortable working in a fast paced, high volume specialty practice, often with limited time constraints. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 

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