Surgical Services Coordinator - Trauma-Surg Critical

Penn Medicine; Philadelphia (Philadelphia County); Presencial; USD 55.000 - 75.000; Jornada completa

Descripción de la vacante

Penn Medicine in Philadelphia seeks a Surgical Services Coordinator for the Trauma-Surg Critical team at Hospital of the University of Pennsylvania. You will own scheduling, oversee workload, and support surgical services operations.

The role covers clinical, administrative, and billing coordination, coordinating cases, pre-op activities, and ensuring timely documentation. Requires HS diploma and 5+ years medical office experience; strong customer service and communication skills are essential.

Formación

• 5+ years medical office experience, or 5+ years customer service experience in a healthcare setting.
• Related clinical office experience preferred.
• Prior insurance verification experience is a plus.
• Strong scheduling, communication and multitasking abilities.
• Degree may be considered in lieu of some experience.

Responsabilidades

• Owns, prioritizes and initiates implementation of assigned work functions.
• Escalation point for Surgical Services team as needed.
• Participates in select projects to be determined by leadership.
• Evaluates and manages workload distribution of the Surgical Services staff.
• Assist with recruitment, onboarding, and performance evaluations.
• Greets, screens, schedules and directs patients; primary contact for assigned patients.
• Retrieve and process incoming medical records/images; ensure scanning and review.
• Assists attending physician with patient relations and scheduling during outpatient hours.
• Provides coverage for practice team during absences.
• Schedules procedures and OR as directed.
• Coordinates prereq tests, imaging, labs for pre-op packages.
• Ensures operative reports and forms are posted for billing timely.
• Answer and screen all calls; maintain calendars; arrange travel and reimbursements.
• Complete prior authorizations for medications.
• Complete medical record requests; create/edit letters per physician direction.
• Contributes to scheduling protocols and practice changes.
• Trains and mentors new staff.
• Valued as subject matter expert in surgical specialty; triage patients to appropriate physician.
• Knowledge of reimbursement and protocols for referrals.
• Takes on special assignments as required.
• Proficient in systems necessary for practice operations.
• Ensure operative reports and encounter forms are billed within timeframes.
• Maintains knowledge of third-party payer reimbursement and protocols.
• Coordinates care across locations by scheduling follow-ups; collaborates on joint cases.
• Reviews intake documents to ensure pre-testing completed.
• Monitors progress of testing and imaging to meet program goals.
• Ensures adherence to timelines; reschedules as needed.
• Maintains scheduling questionnaires and protocols.
• Maintains knowledge of reimbursements from payers.

Conocimientos

Customer service

Scheduling

Communication

Organizational skills

Educación

HS Diploma/GED

Herramientas

EMR systems

Descripción del empleo

Description

Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.

Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?

Job Title: Surgical Services Coordinator

Department: Trauma-Surg Critical

Location: Hospital of the University of Pennsylvania- 3400 Spruce St

Hours: 40 hrs M-F, hours based on departmental need

Summary:

Oversight and Lead Responsibilities:

• Independently owns, prioritizes and initiates implementation of assigned work functions
• Serves a point of escalation for Surgical Services team as needed.
• Participates in and supports select projects to be determined by leadership
• Evaluates and manages workload distribution of the Surgical Services staff where applicable
• May assist with recruitment, onboarding, performance evaluations and performance management of Surgical Services staff per practice needs

Clinical Duties:

• Greets, screens, schedules and directs patients in a prompt, positive, pleasant, and helpful manner at all times even in the most adverse circumstances; acts as primary point of contact for assigned patients.
• Retrieve and process incoming medical records/images, ensure scanning and physician review is completed. Ensure diagnostic testing and other evaluations are completed before visit.
• Assists attending physician and/or APP with patient relations and scheduling during outpatient office hours including traveling to clinic location when necessary.
• Provides coverage for practice team members during absences and/or staffing shortages.
• Schedules required procedures and OR for patients at attending physician’s direction.
• Coordinates all procedures that need to occur prior to scheduling surgery, including but not limited to the scheduling of ancillary tests, pre-operative testing, obtaining x-rays, scans, MRIs, lab results, EKGs for completion of pre-op packages.
• Responsible for the timely submission and posting of operative cases to the OR grid, accuracy of information and correct forms completed and signed.
• Process medication refill request, triaging to appropriate staff.
• Coordinates and schedules cases with medical equipment representatives as required in the OR.
• Communicates underutilization of OR block time in a timely manner to manager for appropriate redistribution

Admin Duties:

• Answer and screen all phone calls; responds to patient inquires and/or problems in timely fashion or takes appropriate messages/delegate to appropriate staff.
• Maintain multiple calendars/schedules, surgery schedule, office hours and meetings.
• Schedule travel and lodging for physician as well as completing submission of expenses for travel, subscriptions, memberships and books for re‑imbursements in a timely fashion.
• Complete prior authorizations for medications.
• Complete medical record request
• Create/Edit and distribute letters per attending physician direction.
• Contributes in the design of practice operational changes by partnering with operations team.
• Trains and mentors new staff members; provides guidance on challenging scheduling issues prior to management escalation.
• Contributes to development of scheduling questionnaires and/or scheduling protocols.

Accountabilities:

• Valued as subject matter expert in surgical specialty assigned; ability to triage patients to more appropriate physician when necessary.
• Valued as subject matter expert in specialized clinical program requirements and/or multiple surgical specialties that require coordination among teams to perform joint cases that all operative reports and encounter forms are turned in for billing within the designated timeframes.
• Takes on special assignments as required.
• Proficient in the use of all systems necessary for practice operations

Billing Duties:

• Ensure that all operative reports and encounter forms are turned in for billing within the designated timeframes.
• Maintains comprehensive knowledge of reimbursement coverage from third party payers, managed care plans and protocols for referrals.

Additional Duties (where applicable):

• Coordinates care for patients across other divisional/departmental locations by scheduling necessary follow up appointments for specialized clinical program and/or additional specialty requirements including psychiatry, radiology, pulmonary, etc. as needed.
• Collaborates with other surgical care teams to schedule complex joint cases across multiple surgical specialties as needed.
• Reviews required patient population specific intake documents to ensure necessary pre-testing in multiple medical specialties has been completed and received prior to initial outpatient consult as needed.
• Monitors the progress of patient completing all required testing and imaging to meet special clinical program or multiple specialty requirements from scheduling initial outpatient consult through surgery as needed.
• Ensures that patients adhere to clinically recommended timelines for meeting specialized clinical program and/or specialty specific care goals; coordinates the rescheduling and resetting of timelines if patient progress is non-compliant as needed.
• Contributes to development of scheduling questionnaires and/or scheduling protocols.
• Maintains comprehensive knowledge of reimbursement coverage from third party payers, managed care plans and protocols for referrals.

Education or Equivalent Experience:

• H.S. Diploma/GED (Required)
• 5+ years medical office experience, or 5 years of customer service experience (Required)
• Related clinical office experience (Required)
• Prior customer service or insurance verification experience in a healthcare setting preferred.
• A degree (Associate's, Bachelor's, Master's) may be considered in lieu of some experience.

We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.

Live Your Life's Work

We are an Equal Opportunity employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.