Surgical Services Coordinator II - Boston

Tufts Medical Center, Inc.; United States; On-site; USD 30,000 - 37,000; Full time

Job summary

Tufts Medical Center, Inc. is seeking a Surgical Scheduling Coordinator to manage the department's scheduling activities, obtain pre-operative clearances, and coordinate pre-op tests. You will ensure accurate CPT coding and timely information flow between patients, physicians, and billing.

The role requires strong organizational and communication skills, and experience with Meditech/MSM. On-site position in a hospital setting with engaging cross‑department collaboration.

Qualifications

• High school diploma or equivalent.
• Two years of experience with scheduling clinical procedures.

Responsibilities

• Coordinates scheduling of surgical sites and appointments for physicians at a location to maximize utilization while following center standards.
• Conducts patient interviews to document pre-operative status.
• Arranges pre-operative tests and surgical procedures.
• Generates and delivers pre-operative surgical packets to the facility as directed.
• Following CPT coding policies, records codes and reports charges post-operatively to billing.
• Retrieves operative notes within 24 hours and files documentation in charts and with billing.
• Maintains a surgical log with patient data, surgery times, and billing information.
• Maintains communication with the manager and reports issues immediately.
• Helps develop policies for patient screening and booking for surgery.
• Works with billing on surgical billing inquiries and resolution.
• Ensures pre-operative clearance by contacting the primary care physician.
• Responds to last-minute patient questions prior to surgery.
• Represents the department in relationships with Tufts Medical Center departments.
• Coordinates distribution of information packets to patients and staff.

Skills

Scheduling coordination

Interpersonal skills

Customer service

Organizational skills

Independent work

Attention to detail

Prioritization

Communication

Education

High school diploma or equivalent

Tools

Meditech

MSM

Job description

Job Profile Summary

Location is New England Eye Center, 260 Tremont Street, 10th Floor, Boston, MA 02116

Job Overview

This position monitors and coordinates all surgical scheduling functions for the department, including answering patient inquiries, initial patient interviews, scheduling and facilitating surgical dates with patients and families or other support systems as noted, assuring surgeon preferences regarding surgical sites, assistants, processes and any additional materials necessary to properly support specific resources. Provides complete pre‑op surgical packets to the proper surgical location, assuring that surgeries may proceed as scheduled and assists the surgical biller with accurate and timely coding and billing information. Establishes systems to monitor and track department surgical functions and acts as a liaison between the department and, other departments and external organizations.

Minimum Qualifications

• 1. High school diploma or equivalent.


• 2. Two (2) years of experience with scheduling clinical procedures.

Duties and Responsibilities

• 1. Coordinates scheduling of the surgical sites and appointments for all physicians associated with a specific location in the department to achieve maximum utilization while adhering to Medical Center standards and regulations.


• 2. Conducts patient interviews to accurately document a patient's status pre‑operatively.


• 3. Makes necessary arrangements to qualify patients for surgery.


• 4. Coordinates all pre‑op tests and surgical procedures.


• 5. Gathers all information obtained during the patient’s pre‑op stages.


• 6. Generates all information obtained during the patient's pre‑op stages and submits a completed pre‑operative surgical package to the surgical facility as directed by that facility, thus ensuring that the patient file is complete, and patient is cleared for surgery.


• 7. Follows Federal CPT coding policies, records codes for surgical procedures and provides reports of all charges listed by the physician post‑operatively to the billing coordinator. In the event of missing codes, the surgical coordinator communicates directly with the surgeon in order to obtain proper codes within 24 hours after the surgery. Works with the billing coordinator to forward batched reports to TMCPO.


• 8. Retrieves operative notes within 24 hours of a surgical procedure and ensures that surgical documentation is filed properly in patient charts and with the billing coordinator.


• 9. Maintains a surgical log detailing patient data, surgery time and place, other incidental relative information, billing information including amount billed and reimbursement date and amount for each surgical patient.


• 10. Maintains communication with the manager. Reports any problems or difficulties to the site manager immediately.


• 11. Contributes to the creation and updating of policies and guidelines for the Department related to the process by which patients are screened and booked for surgery.


• 12. Works with billing to insure appropriate billing and reimbursement for each case.


• 13. Responsible for surgical referral and authorization verification prior to/and following appointments and surgeries for.


• 14. Establishes and updates appropriate patient information packets for distribution to patients and medical staff in accordance with surgical scheduling duties. Responsible for maintaining supplies as necessary and coordinating distribution to patients.


• 15. Represents in the department relationships with other departments of Tufts Medical Center.


• 16. Works with the billing coordinator for resolution of surgical billing patient inquiries and complaints.


• 17. Ensures that the patient may proceed with the scheduled procedure by communicating directly with the patient’s primary care physician in order to obtain pre‑operative clearance.


• 18. Responds to any last‑minute questions the patients may have prior to surgery.


• 19. Maintains collaborative, team relationships with peers and colleagues in order to effectively contribute to the working groups achievement of goals, and to help foster a positive work environment.


• 20. Inform patients of necessary pre‑operative guidelines.


• 21. Forwards information packets to patients.

Physical Requirements

• 1. Frequent sitting, occasional standing or working, and lifting of 10-15 lbs.


• 2. May be exposed to dust and other typical office‑like discomforts.


• 3. Manual dexterity using fine hand manipulations for computer keyboard operation.


• 4. Requires ability to see computer screen and read reports.


• 5. Requires ability to hear instructions from physicians and other clinical or nursing staff.

Skills & Abilities

• 1. Computer literacy required including familiarity with word processing programs and electronic spreadsheets and has ability to learn new applications.


• 2. Excellent interpersonal and customer service skills including excellent interpersonal and telephone skills.


• 3. High degree of tact is necessary due to frequent interaction with patients, physicians, and insurance companies.


• 4. Ability to perform Operating Room scheduling using Meditech and MSM.


• 5. Knowledge of medical terminology and knowledge of CPT coding standards.


• 6. Excellent organizational skills required with attention to detail.


• 7. Ability to work independently with a minimum of supervision in routine matters.


• 8. Excellent organizational skills.


• 9. Ability to follow up and follow through on items related to scheduling.


• 10. Self‑motivated.


• 11. Ability to prioritize work and be flexible with work assignments.

Compensation and Total Rewards

At Tufts Medicine, we want every individual to feel valued for the skills and experience they bring. Our compensation philosophy is designed to offer fair, competitive pay that attracts, retains, and motivates highly talented individuals, while rewarding the important work you do every day. The base pay ranges reflect the minimum qualifications for the role. Individual offers are determined using a comprehensive approach that considers relevant experience, certifications, education, skills, and internal equity to ensure compensation is fair, consistent, and aligned with our business goals. Beyond base pay, Tufts Medicine provides a comprehensive Total Rewards package that supports your health, financial security, and career growth- one of the many ways we invest in you so you can thrive both at work and outside of it.

Pay Range: $21.53 - $26.91 based on full-time equivalent Tufts Medicine is a leading integrated health system bringing together the best of academic and community health care to deliver exceptional, connected and accessible care experiences to consumers across Massachusetts. Comprised of Tufts Medical Center, Lowell General Hospital, MelroseWakefield Healthcare, an expansive home care network and a large clinically integrated physician network, Tufts Medicine has more than 15,000 dedicated employees and caregivers. The health system came together in 2014 to leverage the experience of its member organizations and integrate their missions to together transform the ways that consumers engage with and experience their care.