Sr. Surgery Scheduler

University of Miami - Coral Gables, FL (30+ days ago)4.1


The University of Miami is considered among the top tier institutions of higher education in the U.S. for its academic excellence, superior medical care, and cutting-edge research. At the U, we are committed to attracting a talented workforce to support our common purpose of transforming lives through teaching, research, and service. Through our values of Diversity, Integrity, Responsibility, Excellence, Compassion, Creativity and Teamwork (DIRECCT) we strive to create an environment where everyone contributes in making UM a great place to work. We are one of the largest private employers in Miami-Dade County; home to more than 13,400 faculty and staff from all over the world.

The Sr. Surgical Scheduler is responsible for assisting surgical scheduling team with all work associated with scheduling procedure at various hospitals. This include review of clinic notes, surgical posting, scheduling diagnostic testing and ensuring procedures are authorized for all associated services. This position works under the direction of the division administrator and Supervisor, acting as principle coordinator of communication with physicians, their offices and hospital staff. Will coordinate secretarial duties of the Surgical Services for the division of surgical oncology.

Obtain necessary insurance authorization from insurance company with the proper Procedure (CPT) and Diagnosis codes (ICD9/10). Communicate to the patient surgical information, all necessary prep the date/time/location of the appointment Takes reservations for all surgeries, invasive and non-invasive procedures to meet the physicians’ needs and to ensure smooth flow, efficient progression of scheduled cases. Continually audits the daily schedule and informational comments to appropriate personnel. Organizes and prepares the Surgery Schedule for the following day and delivers to all appropriate departments daily. This is done by computer. Maintains adequate time allotments for each procedure scheduled. Updates as needed Understands equipment needs (Microscopes, C-arm, video equipment, etc.) for frequently done surgical procedures, and insures that equipment is not double scheduled on any day and that doctors block time is considered when procedures are scheduled. Coordinates the scheduling of procedures with other hospital departments such as CTs, Xrays, Ultrasounds, Labs and Cardiac Clearances. Enters orders and obtains authorization when needed. Communicates all changes in the schedule to all involved physicians, OR personnel, and other ancillary hospital departments as appropriate. Establishes and maintains open lines of communication with physicians and office personnel, UPAC and OR personnel, and other ancillary personnel Verifies the number of IP and OP from the previous day and logs appropriately. Maintains current surgery logbook daily. Communicates information about the surgical progress to the patient’s family/significant others and takes and records messages and communicates to appropriate medical staff members. Maintains constant awareness of the daily surgical schedule and patient whereabouts and assist Outpatient Surpervisor as needed to promote efficient running of the daily schedule. Maintain administrative procedures, including business mail, travel arrangements, expense reports, authorizations and approvals Acts as receptionist for the division and directs patients, visitors, students etc. to the proper areas. Serves as a role model and demonstrates positive guest relations in representing the division. Expedite all incoming referrals to insure compliance with program contract timelines Engage outside organizations, including governing agencies, to problem solve, negotiate issues related to enrollment, paperwork, billing, and overall program administration Follows policies and procedures to contribute to the efficiency surgery scheduling position May provide direction and assistants to lower level employees Researches and responds to routine, non-routine, and complex situations in a timely and professional manner Participate with all clinical activities, clinic preparation, surgical scheduling and billing tasks Verify Medical eligibility, Single Cases, International Patients Billing and self-pay billing Monitor and track surgeries and ensure documentation is available for proper billing Create and distribute faculty on-call calendar and timesheet at various hospitals Answers the phone, processing and routine incoming calls, coordinating communications within the department and interdepartmentally and with the physician’s offices. Perform other duties as assigned.

The minimum qualifications for this position are as follows: High School Diploma or equivalent education is required. Three years of medical office work experience primarily in surgical scheduling/hospital setting.
Be able to use computer, office equipment. Medical Secretarial skills preferred. Good communication skills. Any appropriate combination of relevant education, certification(s) and/or work experience may be considered.

UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for. The University of Miami offers competitive salaries and a comprehensive benefits package including medical and dental benefits, tuition remission, vacation, paid holidays and much more.