Surgical Coordinator

The US Oncology Network; Frederick (MD); On-site; USD 25,000 - 38,000; Full time

Job summary

Maryland Oncology Hematology is seeking a dedicated Surgical Scheduling Coordinator to support pre-operative workflows across our locations. Under limited supervision, you will coordinate scheduling, testing, and communication between physicians, patients, and operating room staff to ensure timely procedures.

You will obtain insurance pre-certifications, manage CPT/ICD-10 coding, document in the EMR, release OR blocks, and liaise with anesthesia teams to optimize case throughput.

Qualifications

• Experience coordinating pre-operative scheduling and testing.
• Ability to obtain insurance authorization and pre-certification.
• Strong communication with physicians and staff.
• Familiarity with EMR and scheduling software.

Responsibilities

• Plan, implement, coordinate, evaluate and promote the continuity of care consistent with established standards and practices.
• Coordinate pre-operative tasks and testing for procedures.
• Coordinate, schedule, and authorize pre-operative clearance testing and imaging.
• Review and ensure required scheduling documentation and physician orders are complete.
• Release OR blocks with surgical facilities to optimize utilization.
• Maintain surgical documentation in EMR/chart and communicate with patients.

Skills

Surgical scheduling

Pre-operative coordination

Insurance authorization

Physician/staff communication

Tools

EMR system

Practice Management System

Job description

Overview

Join Our Team at Maryland Oncology Hematology! We’re looking for passionate and talented professionals to join our team in providing exceptional cancer care. If you’re dedicated to making a difference for patients, physicians, and colleagues, we want to hear from you! With 15+ locations across Maryland and DC, we offer a dynamic and supportive environment where you can grow and thrive. Under minimal supervision, dedicated to internal surgery scheduling from physician’s orders as directed by the physician. Close working relationship and good communication with physician a must. Reserve operating room date and time. Schedule anesthesia and surgical assistant and any outside surgical representatives and/or equipment necessary for procedure. Provide patient with pre-operative testing information ordered by physician. May be required to obtain any pre-operative testing results requested by physician and take appropriate actions as directed by Physician. Obtain necessary insurance authorization and pre-certification from insurance company with the proper Procedure (CPT) and Diagnosis codes (ICD-10). Communicate to the patient surgical information, all necessary prep the date/time/location of the appointment. May help orient, train and assign work of lower-level employees. Supports and adheres to the US Oncology Compliance Program, to include the Code of Ethics and Business Standards.

The general pay scale for this position at MOH is $17.99 - $27.67 per hour.

The actual hiring rate is dependent on many factors, including but not limited to prior work experience, education, job/position responsibilities, location, work performance, etc.

Responsibilities

Job Description

Key Responsibilities

• See below for supplementary language regarding Specialty Specific Requirements (e.g., surgeon specialty or number supported) as applicable.
• Plan, implement, coordinate, evaluate and promote the continuity of care consistent with established standards and practices
• Review with patient, their medications and health history; may impact surgical clearance from other care providers
• Coordinate tasks associated with case scheduling to include completion of all required pre-surgery/procedure tasks, based on type of case:
• Coordinate pre-operative appointments with/for the patient
• Notify any needed representatives of surgery case (e.g., Vendors, First Assists, etc.)
• Confirm/verify if a special product needs to be ordered for the case
• Coordinate, schedule, and authorize pre-operative clearance testing and any diagnostic imaging, (e.g., CT, MRI, US, X-Ray)
• Complete & send all required scheduling documentation to surgical facility (include authorization/pending authorization info)
• Complete and send History and Physical, surgical order, and any required documentation to physician for review/signature
• Complete & send surgical facility consent form with patient & physician signature
• May manage “Global Period” alerts in EMR and/or Practice Management System for applicable surgeries
• Scan any surgery documents into EMR as applicable (e.g. signed surgery orders, consents, cardiac clearance, authorizations)
• Review with patient name of procedure/surgery to be performed
• Review with patient any embedded protocols, notifications and/or tasks to be completed
• Discuss with patient any/all preparations including bowel preps
• Confirm surgery scheduled date with the patient, facility and anesthesia
• Requests and ensures appropriate authorizations are obtained in a timely/effective manner for all scheduled procedures/surgeries.
• For insured patients, determines necessary authorization and pre-certification for surgery and other necessary surgical services with the proper Procedure (CPT) and Diagnosis codes (ICD-10}
• Reviews, audits, and adheres to medical policy as outlined by payors to ensure accurate authorization and ensure no delay in reimbursement
• Serve as a patient advocate and serves as a liaison between the patient, payor, office and facility to answer questions and elevate issues.
• Maintains working knowledge of surgical authorization requirements to prevent delays and denials.
• Ensure reports (e.g., Pathology, OR, other) are captured in chart
• Surgical pathology reports are in chart
• All patients have returned to the office as ordered (including stent removals/exchanges)
• Obtain missing Pathology reports
• Schedule any needed appointments not already scheduled, either self or via Physician clinic scheduler as appropriate
• Release any OR blocks with surgical facilities in accordance with stated policy to avoid penalties associated with OR utilization rates
• Administer and process financial and patient care commitments (with any additional staff as appropriate)
• Notify appropriate personnel of a subject procedure for any type of prepayment/collection performed
• Provide any needed contact information for financial questions/concerns
• Obtains all required authorizations
• Facilitates and schedules consultations, pre-testing, diagnostic tests or procedures, referrals and future appointments for patients
• As necessary, facilitates communication between patient/family and interdisciplinary team and coordinates services related to patient care.