Reports to the Practice Manager. Completes all processes related to the scheduling of surgical procedures including pre-operative testing, office visits and post-operative care. Greets patients, answers calls and performs other office tasks as needed. Ensures that world class service is provided at all times.
MISSION, VALUES and SERVICE GOALS
- MISSION: We deliver outstanding care, inspire health, and connect with heart.
- VALUES: Trust. Respect. Integrity. Compassion.
- SERVICE GOALS: Personally connect. Keep everyone informed. Be on their team.
Performs surgery and procedure scheduling duties according to established policies and procedures following provider instructions by:
- Preparing surgery schedules and ensuring that corrections, if necessary, are handled in a timely, efficient manner.
- Interpreting physician orders and scheduling procedures accordingly.
- Scheduling all surgery related appointments and testing.
- Providing instructions related to pre-operative, post-operative needs, appointments, medication adjustments and completing the associated documentation.
- Following multiple surgeon protocols for pending surgery cases.
- Tracking all clearances and testing results for provider approval prior to surgery date.
- Tracking all related imaging studies, importing imaging to PACS and pushing images to other facilities as needed for intra-operative viewing.
- Ensuring that all equipment (including special equipment) supplies and implant requests are handled according to departmental policies and procedures.
- Contacting vendors to cover surgical cases and updating them as changes occur.
- Completing the surgical order process.
- Organizing records for surgery and preparing surgery packet.
- Remaining knowledgeable and compliant with insurance carrier guidelines.
- Ensuring pre-certification guidelines have been met for diagnostic testing and surgical procedures.
- Ensuring medical necessity is documented by complying with scheduling criteria for all insurance carriers.
Contributes to the overall effectiveness and efficiency of the office by:
- Receiving and greeting all patients, families and staff members in a professional manner and providing all reasonable assistance.
- Receiving telephone calls, taking and relaying messages accurately.
- Providing assistance with phone calls, patient messages, prescription refills and check out responsibilities as needed.
- Coordinating outside referrals for treatments, therapies, home-care, and durable medical equipment needs.
- Completing work status notes, disability and FMLA forms.
- Recording medical history and maintaining patient records.
- Preparing patient for examination.
- Intake for new patient referrals.
- Obtaining pathology results and directly communicating results to the necessary providers.
- Acting as a mentor to other team members and willingly providing ongoing guidance and assistance.
Performs other functions to maintain personal competence and contribute to the overall effectiveness of the department by:
- Building and maintaining effective working relationships with hospitals, departments, facilities and vendors.
- Interacting in a positive, pro-active and cooperative manner with other team members, patients and Physicians (and their office staff) when providing information, seeking assistance or clarification and resolving problems.
- Assisting the department to meet or exceed its quality assurance goals.
- Acting as a representative of Beacon Medical Group and striving to make a good first impression.
- Communicating with the manager/administrator regarding any concerns or problems in a timely manner.
- Maintaining records, reports and files as required by departmental policies and procedures.
- Participating on committees as requested.
- Completing other job-related duties and projects as assigned.
- Maintains and presents a positive customer service image at all times.
Organizational Responsibilities
Associate complies with the following organizational requirements:
- Attends and participates in department meetings and is accountable for all information shared.
- Completes mandatory education, annual competencies and department specific education within established timeframes.
- Completes annual employee health requirements within established timeframes.
- Maintains license/certification, registration in good standing throughout fiscal year.
- Direct patient care providers are required to maintain current BCLS (CPR) and other certifications as required by position/department.
- Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.
- Adheres to regulatory agency requirements, survey process and compliance.
- Complies with established organization and department policies.
- Available to work overtime in addition to working additional or other shifts and schedules when required.
Commitment to Beacon's six-point Operating System, referred to as The Beacon Way:
- Leverage innovation everywhere.
- Cultivate human talent.
- Embrace performance improvement.
- Build greatness through accountability.
- Use information to improve and advance.
- Communicate clearly and continuously.
Education And Experience
- The knowledge, skills and abilities as indicated below are acquired through the successful completion of a high school diploma or equivalent is preferred. Must be a minimum of 17 years of age. Previous experience in a healthcare/clinical environment, admitting department, physician office practice or scheduling office is preferred. Familiarity with health record coding and various insurance plans is preferred. Knowledge of medical terminology is required, or a course must be successfully completed during the first year of employment.
Knowledge & Skills
- Requires an understanding of registration and pre-registration processes and the clinical requirements of various medical procedures.
- Requires a basic knowledge of medical terminology, CPT and ICD codes, which includes being able to identify LMRP procedures and check for medical necessity.
- Demonstrates proficient computer skills. Also requires basic office and keyboarding skills and the use of multiple databases.
- Requires the verbal communication skills necessary to communicate in a clear and effective manner when answering patients' questions and communicating with other departments and physician offices.
- Demonstrates the interpersonal skills necessary to interact effectively with patients from various backgrounds in a professional, enthusiastic, courteous, friendly, caring and sincere manner. Also demonstrates the ability to gain the support of and maintain effective working relationships with other departments, physicians and their office staff.
- Requires good telephone and listening skills. Sensitivity to individuals who do not speak English as their first language is expected.
- Requires the ability to strictly follow all policies regarding HIPAA guidelines.
- Requires organizational skills, the ability to pay close attention to details and the ability to problem solve.
Working Conditions
- Works in an office environment with potential exposure to physical, chemical, and biohazards.
Physical Demands
- Requires the physical ability and stamina (i.e., to walk moderate distances, climb stairs, lift up to 15pounds, reach, bend, stoop, twist, etc.) to perform the essential functions of this position.
