Surgery Scheduler (CHB)

Beacon Health System; South Bend (IN); On-site; USD 36,000 - 48,000; Full time

Job summary

Beacon Health System is looking for an organized scheduling associate to manage surgical procedure scheduling, greet patients, answer calls, and perform essential office tasks. The role requires attention to medical terminology, HIPAA compliance, and accurate recordkeeping.

Responsibilities include coordinating with physicians, surgeons, and departments, maintaining patient records, and ensuring insurance and pre-certification guidelines are met.

Qualifications

• Knowledge of registration and pre-registration processes.
• Familiarity with health record coding and various insurance plans is preferred.
• Knowledge of medical terminology is required.

Responsibilities

• Schedule surgeries according to physician orders and policies.
• Greet patients and answer calls in a professional manner.
• Prepare surgery packets and organize records for procedures.
• Ensure pre-certification guidelines and medical necessity are documented.
• Maintain compliance with HIPAA and insurance carrier guidelines.

Skills

Registration knowledge

HIPAA compliance

Medical terminology

Customer service

Telephone skills

Communication

Education

High school diploma preferred

Tools

Microsoft Office

Job description

Completes all processes related to the scheduling of surgical procedures. 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.
• Following multiple surgeon protocols for pending surgery cases.
• Ensuring that all equipment (including special equipment) supplies and implant requests are handled according to departmental policies and procedures.
• 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 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.
• 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.
• Maintains and presents a positive customer service image at all times.
• Completing other job-related duties and projects as assigned.

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.

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.
• 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 a clinical 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 15 pounds, reach, bend, stoop, twist, etc.) to perform the essential functions of this position.