Administrative Assistant/Surgical Coordinator

University Orthopedics; Cranston (RI); On-site; USD 25,000 - 36,000; Full time

Job summary

University Orthopedics in Cranston, RI seeks an Administrative Assistant/Surgical Coordinator to manage scheduling for surgical cases and coordinate patient care. The role requires strong organizational and people skills and interaction with patients, staff, and providers.

Responsibilities include ensuring paperwork, registrations, codes, referrals, and preoperative testing are complete; maintaining calendars; training staff; and communicating instructions to patients and insurance as needed.

Qualifications

• High school diploma or equivalent.
• Administrative and organizational skills to coordinate patient-care activities.
• Excellent telephone manner and the ability to communicate effectively with patients, coworkers, and other physician offices.
• Excellent computer skills to accurately and efficiently assist in a busy office, including email, scanning and word processing.
• Organizational skills to triage patients appropriately for required testing, visits, surgeries, and other encounters.
• Knowledge of MS Office and EMR systems/Practice Management Systems.
• Ability to maintain confidentiality.
• Must be able to travel to all sites if/when necessary.

Responsibilities

• Contact patients for scheduling and review of history and medications for preoperative testing or education.
• Ensure all appropriate paperwork is completed prior to scheduling.
• Ensure accuracy of patient registration and scheduling.
• Provide correct codes and patient information to OR booking offices.
• Coordinate number and length of cases booked per OR session.
• Update provider calendars to keep accurate OR and office schedules and communicate changes to managers.
• Obtain referrals and authorizations for visits, procedures, and surgeries.
• Maintain professional relations; assist co-workers; resolve conflicts collaboratively.
• Ensure testing is performed prior to procedures (labs, physician clearance).
• Contact insurance for pre-authorization as required.
• Correspond with billing staff about scheduling and payments before surgery.
• Communicate arrival, pre- and post-op instructions, and appointments to patients.
• Assist with general office work (mail, filing, forms).
• Train other Admin staff and front desk personnel when needed.
• Collaborate with call center, reception, and other Admins on workflow.
• Answer and triage patient calls.
• Take on additional duties as assigned by the Manager.

Skills

Administrative skills

Organizational skills

Communication skills

Telephone manners

Travel flexibility

Education

High school diploma or equivalent

Tools

MS Office

EMR/Practice Management Systems

Job description

Job Title:Administrative Assistant/Surgical Coordinator

Reports to:Administrative Manager

This position is located in the Cranston, RI location.

General Summary of Duties: Responsible for performing a variety of duties specific to the appropriate scheduling of surgical cases for the Physician. Exceptional organizational skills and people skills are needed.

Principle Duties and Responsibilities:

• Contact patients for scheduling, review of history and medications to determine and discuss any required preoperative testing or education.
• Ensure that all appropriate paperwork is completed prior to the scheduling procedure.
• Ensure accuracy of patient registration and scheduling.
• Ensure correct codes and patient information is provided to OR booking offices.
• Appropriately coordinates number and length of cases booked per OR session.
• Ensure timely updating of provider’s calendar, to ensure accurate OR and office schedule, calls, conferences, and departmental obligations. Communicates these changes to Administrative Manager, Site Manager, and COO.
• Responsible to obtain appropriate referrals and authorizations for office visits, procedures, and surgeries on the physicians/providers' schedule.
• Establishes and maintains effective relations; exhibits tact and consideration; offers assistance and support to co-workers; works cooperatively in group situations; works actively to resolve conflicts.
• Ensure appropriate testing is performed prior to procedures including lab work, clearance from patient’s primary medical physician, etc.
• Contact insurance companies to obtain pre-authorization as required.
• Correspond with appropriate billing staff regarding patients scheduled and need for contact regarding deductibles or payments due prior to surgery.
• Communicate all necessary information to patients regarding arrival, pre-and post-op instructions, and appointments required for their procedure.
• Assists with general office work such as mail, filing, forms completion.
• Key player in the training process for other Admins and front desk staff.
• Functions in a collaborative way, including training (when necessary) other UOI employees including call center, reception, and other Administrative Assistants.
• Answer and triage patient phone calls.
• Additional duties as assigned by the Manager to meet department needs.

Requirements:

• High school diploma or equivalent required.
• Administrative and organizational skills to coordinate patient-care activities.
• Excellent telephone manner and the ability to communicate effectively with patients, coworkers, and other physician offices.
• Excellent computer skills to accurately and efficiently assist in the running of a busy office, including email, scanning and word processing.
• Organizational skills to triage patients appropriately for required testing, visits, surgeries, and other encounters.
• Knowledge of MS Office and EMR systems/Practice Management Systems.
• Ability to maintain confidentiality.
• Must be able to travel to all sites if/when necessary.