Perioperative Scheduling & Records Coordinator

Brown University Health; Providence (RI); On-site; USD 28,929 - 30,307; Full time

Job summary

Brown University Health is seeking a Scheduling Specialist to organize inpatient and outpatient procedures, enter pertinent data in Lifechart, and ensure all required documentation is received and added to the patient record.

Responsibilities include confirming bookings with surgeons, coordinating with Financial Counselors for pre-admission, and maintaining accurate operating room schedules while adhering to organization values.

Qualifications

• High School Graduate.
• Knowledge of Medical Terminology and Surgical Procedures; must pass a medical terminology test or demonstrate completion of a class with a B average or better.
• Proficient in data entry and computer skills.
• One year of hospital or related medical environment experience such as physician office scheduling and/or billing.
• Interpersonal skills to manage challenging situations with patients, physicians and personnel, demonstrating tact and courtesy.
• Organizational and analytical ability to arrange schedule considering multiple criteria and priorities.

Responsibilities

• Assigns surgical time by specialty for scheduling inpatient and outpatient surgical procedures.
• Confirms day-before bookings by phone in the morning and same-day bookings by fax at end of day to surgeon’s office.
• Faxes confirmation documents to surgeon’s offices weekly.
• Consults with surgeons and Manager of Surgical Services or his/her designee regarding changes in the surgical schedule.
• Prepares and distributes the Operating Room schedule after being finalized by the Manager of Surgical Services or his/her designee.
• Receives Operating Room procedural cancellations from the physician or his/her representative and adjusts the surgical schedule accordingly.
• Provides all applicable information including demographic and insurance information to Financial Counselors to perform pre-admission.
• Consults with Manager of Surgical Services for quarterly review of utilization by surgeons and updates surgical grid accordingly.
• Monitors the physician’s medical record roster to ensure that admitting privileges are current.
• Informs surgeon or his representative that surgical booking cannot be accepted until notification from Medical Record Department has been issued.
• Manages release database and, with the guidance of the Manager of Surgical Services, utilizes released time.
• Escalates any scheduling issues to the Manager of Surgical Services in a timely manner.
• Reviews surgical schedule to ensure appropriate documents have been received in a timely manner to include consents, history and physical, and/or any other required documents.
• Scans submitted paperwork into appropriate patient record.
• Contacts physician’s offices to compile necessary paperwork prior to surgery.
• Leverages electronic health record and/or other electronic means to complete tasks and facilitate communication.
• Reviews previous day’s surgery schedule to verify completeness and accuracy of information necessary to document and initiate charges for surgical services and supplies.
• Identifies errors and missing charges.
• Researches all available resources and makes appropriate corrections to reconcile errors.
• Reports problems to Manager of Surgical Services in a timely manner.
• Provides management team with a report on outstanding errors and issues.
• Reviews billing reports; reconciles charges and submits as needed.
• Contacts other hospital personnel as necessary to investigate and resolve billing issues and problems.
• Performs other duties as assigned.

Skills

Data entry

Medical terminology

Interpersonal skills

Organizational skills

Analytical ability

Education

High School Diploma

Job description

Brown University Health is seeking a Scheduling Specialist to organize inpatient and outpatient procedures, enter pertinent data in Lifechart, and ensure all required documentation is received and added to the patient record.

Responsibilities include confirming bookings with surgeons, coordinating with Financial Counselors for pre-admission, and maintaining accurate operating room schedules while adhering to organization values.