The compensation range listed reflects the range Northern Light Health anticipates relying on in setting the wages for the position. The range may not necessarily include all additional compensation elements available, such as differentials, incentive programs and benefits.
Northern Light Mercy Hospital
Department: Orthopedic Clinic
Position is located: 20 Northbrook Drive
Work Type: Full Time
Hours Per Week: 40.00
Work Schedule: Variable
Exempt: No
Summary:
Under the supervision of the Manager - Orthopaedics, the Surgical Coordinator is responsible for coordinating with the hospital the surgical schedule of the practice physicians for OR cases, Pre-Admission Testing appointments, and the appropriate admission criteria. The Surgical Coordinator will also be responsible for, through the pre-registration and registration process, obtaining accurate patient demographic and insurance information and communicating with hospital departments. The incumbent performs duties and tasks in accordance with performance standards established for the job. The incumbent may have access to highly confidential patient, employee and/or proprietary information, and must handle and protect the information in accordance with hospital and system policies, HIPAA requirements and the highest level of ethical standards. The incumbent is responsible for reporting all security events, potential events, or other security risks to the organization. The incumbent is responsible for participation in and completion of all patient safety initiatives appropriate to the position, and conducts all job responsibilities according to the Mission and Values of the Hospital.
Responsibilities:
1. Maintains strict confidentiality of every patient, medical record or report.
Discusses only appropriate patient information in public and private areas protecting the confidentiality and dignity of all patients, by actions and words.
Releases only appropriate patient information over the telephone providing for the balance between customer services and confidentiality of all patients.
Maintains patient confidentiality by carefully preparing, collating or transmitting patient mail via fax or external mail.
Follows hospital policy on release of information regarding all information for the patient admitted for psychiatric, drug rehabilitation or other.
2. Consistently provides excellent customer service to all patients and physicians.
Greets patients/customers and answers phone with a courteous greeting and proper identification in a timely manner.
Takes and forwards messages to appropriate departments and/or personnel as needed.
When placing call on hold, returns to the caller at regular intervals to ensure excellent communications.
Follows through to ensure all scheduling requests are either fulfilled or are dealt with in a manner satisfactory to the patient and physician.
Assertively responds to all complaints and involves the Manager and physicians as necessary.
Exhibits a positive, courteous attitude providing assistance willingly in all aspects of job functions.
3. Coordinates all OR scheduling for practice.
Coordinates availability of patient and doctor for surgery.
Properly completes Surgical Booking Form and sends to Central Scheduling requesting surgery date and time.
Obtains surgical consent forms from patient and submits to Central Scheduling.
Coordinates pre-admission testing orders with Central Scheduling.
Prepares surgical charts for physicians to include, but not be limited to, copy of the Surgical Booking Form, consent form, most current office notes and updated History & Physical.
Finalizes and confirms appointment date(s) and time(s) with Central Scheduling and communicates to patient and physician.
Is able to move and cancel procedures accurately.
Is able to browse/view/look up patients, tests, resources and physicians in an efficient manner.
4. Manages area workloads and assures completion of various work functions.
Reviews pending work and communicates unresolved issues to peers/Manager prior to breaks and end of shift.
Acts as an equal member of practice to manage, prioritize and complete all office tasks.
Checks frequently and assures voice messages are retrieved and responded to in a timely manner.
Retrieves incoming faxes, distributes and completes fair share.
Demonstrates basic operations skill for telephone, faxes, photocopier, printers and information systems.
Demonstrates basic inventory knowledge to make sure department is adequately supplied.
Completes individual assigned tasks and assures coverage of these tasks in their absence.
5. Adheres to and assumes responsibility for maintaining and updating knowledge of all hospital and department policies and procedures.
Routinely reviews communication book and bulletin board and other departmental information sources in order to update and maintain awareness of hospital and department policies and procedures.
Maintains open attitude towards feedback and constructive criticism from Manager, physicians and peers.
Follows dress code policy and wears ID badge at all times when on duty.
Is flexible in adjusting personal work schedule to accommodate department needs.
Maintains good attendance and reports to work on time recognizing impact of absenteeism on department operations and peers.
6. Accepts responsibility for further professional development.
Takes personal accountability for attending mandatory hospital inservices and training programs.
Actively contributes ideas and information in department meetings, which could enhance and improve department operations.
Takes personal accountability for professional and personal development; seeks out relevant and appropriate resources and/or educational offerings.
7. Performs additional duties as required or assigned.
Performs pre-registration and registration in Meditech to ensure consistency of information between Meditech and eMDs.
Crosswalks Meditech MPIs to eMDs for all patient records.
Performs medical secretary duties, as needed, including but not limited to, patient check-in and check-out, appointment verification, eligibility and referral verification, and medical record maintenance.
Other Information :
Competencies and Skills
- Demonstrates Emotional Intelligence: Exhibits a high level of self-awareness, self-management, other awareness and relationship management. Conducts themselves in an empathic, appropriate way, with a sense of humor and stimulates a collaborative work environment. Is respectful of the attitudes, feelings, or circumstances of others and aware of the influence of their own behavior on them. Is aware of relevant social, political, system, and professional trends and developments and uses this information for the organization's benefit.
- Effectively Communicates: Listens, speaks and writes appropriately, using clear language. Communication methods are fitting to the message(s), audience, and situation and follow-ups are regular and timely. Shows that important (non-) verbal information is absorbed and understood and asks further questions to clarify when necessary. Expresses ideas and views clearly to others and has ability to adjust use of language to the audiences' level.
- Behaves with Integrity and Builds Trust: Acts consistently in line with the core values, commitments and rules of conduct. Leads by example and tells the truth. Does what they say they will, when and how they say they will, or communicates an alternate plan.
- Cultivates Respect: Treats others fairly, embraces and values differences, and contributes to a culture of belonging, empowerment, and cooperation.
- Fosters Accountability: Creates and participates in a work environment where people hold themselves and others accountable for processes, results and behaviors. Takes appropriate ownership not only of successes but also mistakes and works to correct them in a timely manner. Demonstrates understanding that we all work as a team and the quality and timeliness of work impacts everyone involved.
- Practices Compassion: Exhibits genuine care for people and is available and ready to help; displays a deep awareness of and strong willingness to relieve the suffering of others.
Education
- Required High School Diploma/General Educational Development (GED)
Working Conditions
- Potential exposure to abusive and/or aggressive people.
- Potential exposure to hazardous materials.
- Potential exposure to noise levels being uncomfortable.
- Potential exposure to noxious odors.
- Potential exposure to very hot or cold temperatures.
- Work with computers, typing, reading or writing.
- Lifting, moving and loading 20 to 30 pounds.
Prolonged periods of sitting.
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Northern Light Mercy Hospital is a nonprofit acute care hospital in Portland, Maine, and a sponsored ministry of the Sisters of Mercy of the Americas . Our work is grounded in compassion, dignity, and service, with a commitment to caring for every member of our community, especially those most in need. At Mercy, people come to work knowing their role matters. Whether at the bedside, in support services, administration, or clinical care, every team member contributes to a culture built on respect, collaboration, and purpose.
We provide a broad range of medical and surgical services, along with multiple primary and specialty care offerings and community-based programs that extend our impact beyond the hospital walls. As a member of Northern Light Health, an integrated statewide health delivery system, employees benefit from the stability, resource, and career pathways of a larger organization while working in a hospital that feels personal and connected. Team members have opportunities to grow professionally, explore new roles, and build long-term careers in an environment focused on quality, innovation, and the well-being of our workforce.
Mercy Hospital is located in Portland, Maine’s largest and most vibrant city, offering an exceptional quality of life that attracts people from across the country. Portland is nationally recognized for its food scene, arts and culture, vibrant neighborhoods, and strong sense of community. Within minutes of the city, you can reach beaches, islands, lakes, and mountain trails, with easy access to hiking, skiing, boating, and cycling. The region also offers excellent schools, family-friendly neighborhoods, and easy travel connections through Portland International Jetport and nearby rail service to Boston. Southern Maine blends career opportunity with a lifestyle centered on balance, outdoor recreation, and coastal living, making it an ideal place to live and build a career.
Questions? Contact Talent Acquisition:
phone: 207-973-7100
email: [email protected]
Portland, Maine, Catholic, Sisters of Mercy, Level 2 NeoNatal Nursery
