Scheduling Manager/Coordinator, Plastic Surgery

Beth Israel Lahey Health; Boston (MA); On-site; USD 70,000 - 95,000; Full time

Job summary

Beth Israel Lahey Health is seeking an experienced Surgical Scheduling Administrator to lead scheduling operations for a busy medical practice. The role coordinates patient appointments, testing and referrals, while ensuring accurate documentation and insurance pre-authorizations.

The position requires 3–5 years in a medical setting, strong customer service, and the ability to collaborate across departments. A high school diploma is required, with training in CPT/ICD9 coding considered a plus.

Qualifications

• Busy medical practice experience preferred (3–5 years).
• Knowledge of pre-admission and pre-testing requirements helpful.
• Strong customer service and multitasking abilities.
• Proficient with word processing and personal computers.

Responsibilities

• Maintains and reviews surgical schedules to ensure proper bookings.
• Schedules patient surgical and procedure appointments and informs patients of schedules and preparations as necessary.
• Educates patients on test preparations and processes referrals and insurance inquiries.
• Identifies scheduling barriers and implements solutions to improve results.
• Prepares and maintains patient medical records with history and diagnosis for surgery.
• Coordinates follow-up/post-op care as ordered by physician.
• Verifies demographic and insurance information and changes.
• Ensures physician block time is used and notifies leadership if underutilized.
• Attends staff meetings and may float to other areas as needed.
• Drafts procedures and protocols for surgical scheduling and trains new staff.
• Maintains monthly statistics on case volume and collaborates with Pre-Admission review for authorizations.

Skills

Customer service

Medical terminology

Insurance regulations

CPT/ICD9 coding

Billing systems

Telephone etiquette

Multitasking

Education

High school Diploma

Job description

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives.

Under the supervision of the Practice Administrator, manages and provides administrative leadership for surgical scheduling. Works with Plastic and Reconstructive surgeons and other clinical staff members to ensure a quality-based, customer-oriented flow of work. Acts as a team lead and liaison between the physician practice, patient, OR, pre-test, and other stakeholders. Performs a wide range of administrative tasks utilizing well established skills and experience to support surgical scheduling, prior authorizations, as well as coordinating patient services such as appointments, testing and referrals. Manages scheduling operations of

Job Description

Principal Duties and Responsibilities

• Maintains and reviews surgical schedules to ensure proper bookings.
• Schedules patient surgical and procedure appointments from practices as indicated at the direction of the physician. Informs patients of schedules and preparations as necessary. Educates patients of test preparations. Processes all necessary referrals and follow-ups on all insurance questions and inquiries as needed. Notify referring physicians' office if patient misses an appointment
• Identifies scheduling barriers and implements solutions to improve scheduling results based on desired goals.
• Prepares and maintains patient medical records accurately. Obtain history and diagnosis on all patients booked for surgery.
• Coordinates follow up/post op care for patient as ordered by physician.
• Verifies all demographic and insurance information and changes.
• Ensures all physician block time is used and notifies leadership if block time is in jeopardy of breaking or going underutilized
• Attends staff meetings and float to other areas if needed.
• Drafts procedures and protocols for surgical scheduling
• Onboards and trains new surgical scheduling staff
• Maintains monthly statistics on case volume
• Collaborates with Pre-Admission review to ensure proper financial and authorizations are in place.
• Performs regular quality reviews of bookings and errors.
• Utilizes skills of tact, diplomacy and confidentiality in a professional manner. Maintains a positive relationship between the patient and the designated physicians.
• Maintains hospital service standards, with particular attention to personal/behavioral, staff teamwork, and patient-staff interaction guidelines.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED

• High school Diploma
• Three to Five years of experience in a busy medical practice setting. Ability to multi-task. Knowledge of pre-admission and pre-testing requirements helpful.
• Knowledge of medical terminology, word processing equipment, and personal computers.
• Strong customer services skills with the ability to multitask and work independently with minimal supervision.
• Working knowledge of insurance regulations. Ability to be trained in CPT and ICD9 coding. Knowledge of billing system helpful.
• Effective telephone manner and ability to communicate with patients, physicians, and other professional staff. Attention to detail necessary.
• Ability to collaborate across departments and build effective relationships with internal and external customers to achieve goals.

WORKING CONDITIONS

• Busy medical practice environment.
• Some exposure to patients and related hazards.

Pay Range

$69,992.00 USD – $94,994.00 USD

The pay range listed for this position is the annual base salary range the organization reasonably and in good faith expects to pay for this position at this time. Actual compensation is determined based on several factors, that may include seniority, education, training, relevant experience, relevant certifications, geography of work location, job responsibilities, or other applicable factors permissible by law.

As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) as a condition of employment.