Clearance Representative – Surgical Team
Position Summary
The Clearance Representative is responsible for ensuring that all required pre-operative clearances, testing, and supporting documentation are completed, obtained, and forwarded to the appropriate surgical facility in a timely manner prior to a patient's scheduled surgery. This role serves as a liaison between patients, providers, facilities, and the surgical scheduling team to ensure all pre-surgical requirements are met and documented.
Essential Duties and Responsibilities
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Ensure all required pre-operative clearances, laboratory results, imaging studies, and supporting documentation are completed and received prior to scheduled surgical procedures.
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Create and send clearance requests to the appropriate outside providers, including primary care physicians, specialists, and other healthcare providers as needed.
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Communicate regularly with Surgical Schedulers regarding the status of patient clearances and any outstanding requirements.
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Contact patients to review pre-operative requirements and confirm completion of required clearances, testing, and appointments.
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Coordinate with outside provider offices, hospitals, ambulatory surgery centers, and other facilities to obtain necessary documentation.
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Facilitate laboratory and imaging orders by providing patients and facilities with required orders and instructions.
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Track and monitor outstanding clearances to ensure completion within required timeframes.
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Forward completed clearances, test results, and supporting documentation to the appropriate surgical facility prior to surgery.
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Maintain accurate and timely documentation within the electronic medical record and other tracking systems.
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Communicate any delays, deficiencies, or concerns that may impact surgical scheduling to the appropriate team members.
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Provide excellent customer service while maintaining professional communication with patients, providers, and facility personnel.
Qualifications
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Previous medical office, surgical scheduling, patient coordination, or healthcare administrative experience preferred.
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Knowledge of pre-operative clearance requirements and surgical workflows preferred.
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Strong organizational skills and attention to detail.
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Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
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Excellent verbal and written communication skills.
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Proficiency with electronic medical records (EMR) systems and standard office software.
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Ability to work collaboratively with patients, providers, and healthcare facilities.
Physical Requirements
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Prolonged periods of sitting and working at a computer.
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Frequent telephone communication with patients, providers, and facilities.
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Ability to perform routine office duties and maintain accurate records.
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Medical practice protocols for scheduling and patient demographics
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EMR systems
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Medical terminology
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Insurance practices, CPT, and ICD-10 coding
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Grammar, spelling, and punctuation for documentation
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Customer service principles and techniques
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Self-starter with minimal supervision
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Effective communication with patients and providers
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Multitasking in a fast-paced environment
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Analytical and responsive decision-making
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Use of multi-line phone systems
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Clear and concise verbal communication
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Strong organizational and time management skills
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Excellent interpersonal and problem-solving skills
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Professional and positive demeanor
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Basic computer skills
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Teamwork and flexibility
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Confidence in presenting pricing and financing
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Urology experience (preferred)
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Surgical scheduling experience (required)
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Bilingual in Spanish (preferred)
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1 year of surgical scheduling (Required)
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2–3 years of medical office experience (Required)
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Experience in a fast-paced, high-volume office (Preferred)
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High school diploma or GED (Required)
