Surgical Services Coordinator II - Boston

TuftsMedicine; United States; On-site; USD 52,000 - 75,000; Full time

Job summary

Tufts Medical Center in Boston, MA is seeking a Surgical Scheduler to coordinate all departmental scheduling activities for the surgical services at New England Eye Center. You will handle patient inquiries, pre-op interviews, and coordinate dates with families and staff to ensure smooth operations and appropriate resources.

The role requires attention to CPT coding, pre-op packet preparation, and seamless communication with surgeons, billing, and hospital teams to maintain timely surgeries and

Qualifications

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

Responsibilities

• Coordinates scheduling of surgical sites and appointments for physicians to maximize utilization and comply with standards.
• Conducts patient interviews to document pre-operative status accurately.
• Arranges pre-operative tests and prepares complete pre-operative packets for surgical facilities.
• Maintains surgical logs with patient data, time, place and billing details.
• Communicates with managers and billing to ensure timely, accurate coding and reimbursement.

Skills

Scheduling coordination

Patient interviews

Communication

Education

High school diploma or equivalent

2 years scheduling clinical procedures experience

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.

Job Description

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.