Surgical Booking / Referral Coordinator

Emerson Hospital; Concord (MA); On-site; USD 28,000 - 34,000; Full time

Job summary

Emerson Hospital is seeking a Surgical Booking / Referral Coordinator to manage surgical scheduling and pre-procedure activities. The role reports to Administrative Director and Urology physician group, coordinating with departments and billing teams as needed.

The candidate will handle referrals, authorizations, insurance verification, and ensure all pre-operative requirements are met, including tests and documents, while maintaining patient confidentiality and providing strong customer service.

Qualifications

• High school diploma or equivalent preferred.
• Medical Assistant certification or equivalent experience in a medical assistant role preferred.

Responsibilities

• Schedule surgeries and pre-procedure activities with accuracy.
• Transcribe surgical orders with ICD-10/CPT codes and send to hospital departments.
• Coordinate transfers from Epic to SIS and update scheduling in the EMR system.
• Communicate cancellations or reschedules to departments and adjust schedules.
• Assist with phones/voicemail related to surgical scheduling and act as clinic contact for surgical partners.

Skills

Customer service

Organizational skills

Communication

High patient volume

Independent work

Team collaboration

English proficient

Computer skills

Confidential information

Education

High school diploma or equivalent

Medical Assistant certification or experience

Job description

Surgical Booking / Referral Coordinator

Schedule: Full Time

Pay Range: $20.00 - $25.00 / Hourly

Shift: Day shift

Hours: 8:00am-4:30pm

About this role

Surgical Booking/Referral Coordinator Job Summary

Reports to the Administrative Director and Clinical Practice Manager and works under the direct supervision of the Urology physician group. The Surgical Booking/Referral Coordinator is responsible for procedure and surgical scheduling and all pre-procedure administrative activities.

Job Functions

1. Transcribe surgical order forms with ICD-10 and CPT codes and send them to the appropriate hospital departments.
2. Transfer surgical schedules from Epic and input them into SIS.
3. Communicate surgery cancellations or reschedules to all appropriate departments and modify EMR systems as appropriate.
4. Release block time according to hospital guidelines and communicate with the Clinical Practice Manager, Administrative Director, and physician so the clinic can be opened if needed.
5. Assist the practice with answering phones and voicemail, specifically those related to surgical scheduling.
6. Serve as the practice contact for surgical partners.
7. Verify patients' insurance eligibility, participation, and referral status.
8. Retrieve insurance authorizations for surgical cases prior to surgery, update payers as needed, and add responses into Epic.
9. Email all authorizations to Financial Counseling.
10. Ensure all necessary functions are completed prior to surgical cases, including pre-operative labs, cell saver arrangements, and additional equipment needs.
11. Assist with billing functions and work with the billing company.
12. Process patients quickly and accurately through the computer-based scheduling system for future appointments and/or testing, as appropriate for patient care.
13. Ensure surgical patients are prepared for clinic visits with partnered physicians.
14. Meet with patients when scheduling procedures on the day of the office visit, when applicable.
15. Communicate with surgical patients to discuss clinic and surgical visits as appropriate, including pre-visit requirements, in a timely manner.
16. Retrieve and respond to phone messages accordingly.
17. Initiate medical clearances and risk stratifications, when applicable, and instruct patients accordingly with sufficient time before surgery.
18. Reschedule patients whose appointments conflict with operating room schedules.
19. Ensure all surgical paperwork is scanned into Epic.
20. Ensure pre-surgical paperwork requirements are met, including H&Ps, consent forms, and testing orders.
21. Schedule patients for radiologic testing ordered by the provider for surgery, including obtaining prior authorization, scheduling appointments, and communicating with patients.
22. Identify potential needs for anesthesia consultations based on hospital criteria and coordinate appointments prior to surgery.
23. Ensure patients have scheduled post-operative appointments, considering global periods and appropriate follow-up timing.
24. Maintain and support patients' rights to care, privacy, and respect.
25. Receive, review, and process referral and authorization requests as assigned for completeness, accuracy, and network appropriateness, including PCP-initiated specialty referrals, out-of-network requests, and ancillary services.
26. Document patient referral activity for resolved and unresolved referrals to track revenue performance.
27. Assist with patient insurance registration and updates in Epic, ensuring information reflected in patient medical records is as accurate as possible.
28. Perform other duties as assigned from time to time.

Minimum Qualifications

Education

• High school diploma or equivalent preferred.
• Medical Assistant certification or equivalent experience in a medical assistant role.

Experience

• Two to four years of relevant work experience in a medical or physician surgical setting preferred.
• Two to four years of clinical administrative or surgical medical office experience preferred, or Medical Assistant work experience with medical terminology in a surgical specialty preferred.

Licensure and/or Certification

• N/A

Skills

• Excellent customer service skills.
• Excellent organizational skills.
• Excellent communication skills.
• Ability to work with a high volume of patients.
• Ability to work independently.
• Ability to collaborate with a team.
• Must be able to read, write, and communicate in English.
• Computer skills required.
• Ability to maintain confidential information.