Scheduling Manager/Coordinator, Plastic Surgery

BILH Performance Network; Boston, Northern (MA, KY); Hybrid; USD 52,000 - 78,000; Full time

Job summary

BILH Performance Network is seeking an Administrative Scheduler to lead surgical scheduling and coordinate patient services at our Boston area practice. You will work with Plastic and Reconstructive surgeons and other staff to ensure a smooth, customer-oriented flow of work and timely scheduling.

You will maintain schedules, handle referrals and authorizations, and train junior schedulers. The role requires a high school diploma and 3–5 years in a medical setting, with strong communication and

Qualifications

• High school diploma required; 3–5 years in a busy medical practice.
• Ability to multi-task with strong attention to detail.
• Knowledge of CPT and ICD9 coding is helpful.
• Excellent telephone manners and communication with patients, physicians, and staff.

Responsibilities

• Maintain and review surgical schedules for proper bookings.
• Schedule patient procedures and inform patients of schedules and prep requirements.
• Handle referrals, insurance questions, and authorizations.
• Onboard and train new surgical scheduling staff.
• Maintain monthly case volume statistics and collaborate with Pre-Admission.

Skills

Scheduling coordination

Customer service

Multi-tasking

Communication

Pre-admission knowledge

Insurance knowledge

Phone etiquette

Education

High school diploma

Tools

Billing system

CPT/ICD9 coding

Word processing

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** 1. Maintains and reviews surgical schedules to ensure proper bookings. 2. 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 3. Identifies scheduling barriers and implements solutions to improve scheduling results based on desired goals. 4. Prepares and maintains patient medical records accurately. Obtain history and diagnosis on all patients booked for surgery. 5. Coordinates follow up/post op care for patient as ordered by physician. 6. Verifies all demographic and insurance information and changes. 7. Ensures all physician block time is used and notifies leadership if block time is in jeopardy of breaking or going underutilized 8. Attends staff meetings and float to other areas if needed. 9. Drafts procedures and protocols for surgical scheduling 10. Onboards and trains new surgical scheduling staff 11. Maintains monthly statistics on case volume 12. Collaborates with Pre-Admission review to ensure proper financial and authorizations are in place. 13. Performs regular quality reviews of bookings and errors. 14. Utilizes skills of tact, diplomacy and confidentiality in a professional manner. Maintains a positive relationship between the patient and the designated physicians.15. Maintains hospital service standards, with particular attention to personal/behavioral, staff teamwork, and patient-staff interaction guidelines.**KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED**1. High school Diploma 2. 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. 3. Knowledge of medical terminology, word processing equipment, and personal computers. 4. Strong customer services skills with the ability to multitask and work independently with minimal supervision. 5. Working knowledge of insurance regulations. Ability to be trained in CPT and ICD9 coding. Knowledge of billing system helpful. 6. Effective telephone manner and ability to communicate with patients, physicians, and other professional staff. Attention to detail necessary. 7. Ability to collaborate across departments and build effective relationships with internal and external customers to achieve goals.**WORKING CONDITIONS** 1. Busy medical practice environment. 2. Some exposure to patients and related hazards.