Job Title: Administrative Assistant/Surgical Coordinator
Reports to: Administrative Manager
General Summary of Duties: Responsible for performing a variety of duties specific to the appropriate scheduling of surgical cases for the Physician. Exceptional organizational skills and people skills are needed.
Principle Duties and Responsibilities:
-
Contact patients for scheduling, review of history and medications to determine and discuss any required preoperative testing or education.
-
Ensure that all appropriate paperwork is completed prior to the scheduling procedure.
-
Ensure accuracy of patient registration and scheduling.
-
Ensure correct codes and patient information is provided to OR booking offices.
-
Appropriately coordinates number and length of cases booked per OR session.
-
Ensure timely updating of provider’s calendar, to ensure accurate OR and office schedule, calls, conferences, and departmental obligations. Communicates these changes to Administrative Manager, Site Manager, and COO.
-
Responsible to obtain appropriate referrals and authorizations for office visits, procedures, and surgeries on the physicians/providers' schedule.
-
Establishes and maintains effective relations; exhibits tact and consideration; offers assistance and support to co-workers; works cooperatively in group situations; works actively to resolve conflicts.
-
Ensure appropriate testing is performed prior to procedures including lab work, clearance from patient’s primary medical physician, etc.
-
Contact insurance companies to obtain pre-authorization as required.
-
Correspond with appropriate billing staff regarding patients scheduled and need for contact regarding deductibles or payments due prior to surgery.
-
Communicate all necessary information to patients regarding arrival, pre-and post-op instructions, and appointments required for their procedure.
-
Assists with general office work such as mail, filing, forms completion.
-
Key player in the training process for other Admins and front desk staff.
-
Functions in a collaborative way, including training (when necessary) other UOI employees including call center, reception, and other Administrative Assistants.
-
Answer and triage patient phone calls.
-
Additional duties as assigned by the Manager to meet department needs.
Requirements:
-
High school diploma or equivalent required.
-
Administrative and organizational skills to coordinate patient-care activities.
-
Excellent telephone manner and the ability to communicate effectively with patients, coworkers, and other physician offices.
-
Excellent computer skills to accurately and efficiently assist in the running of a busy office, including email, scanning and word processing.
-
Organizational skills to triage patients appropriately for required testing, visits, surgeries, and other encounters.
-
Knowledge of MS Office and EMR systems/Practice Management Systems.
-
Ability to maintain confidentiality.
-
Attention to detail.
-
Must be able to travel to all sites if/when necessary.
