Job Profile Summary 

This role focuses on providing administrative and business support to the organization in order to achieve operational goals. In addition, this role focuses on performing the following General Administration duties: Produces documents, collects, records, sorts and files information, handles mail, prepares routine reports, makes travel arrangements, arranges appointments, responds to inquiries, data entry, and operates office equipment. An organizational related support or service (administrative or clerical) role or a role that focuses on support of daily business activities (e.g., technical, clinical, non-clinical) operating in a “hands on” environment.  The majority of time is spent in the delivery of support services or activities, typically under supervision.  An experienced level role that requires basic knowledge of job procedures and tools obtained through work experience and may require vocational or technical education.  Works under moderate supervision, problems are typically of a routine nature, but may at times require interpretation or deviation from standard procedures, and communicates information that requires some explanation or interpretation.

Job Overview 

This position monitors and coordinates all surgical scheduling functions for the department, including answering patient inquiries, initial patient interviews, scheduling and facilitating surgical dates with patients and families or other support systems as noted, assuring surgeon preferences regarding surgical sites, assistants, processes and any additional materials necessary to properly support specific resources. Provides complete pre-op surgical packets to the proper surgical location, assuring that surgeries may proceed as scheduled and assists the surgical biller with accurate and timely coding and billing information. Establishes systems to monitor and track department surgical functions and acts as a liaison between the department and, other departments and external organizations. 

Job Description 

Minimum Qualifications: 

1. High school diploma or equivalent.  

2. Two (2) years of experience with scheduling clinical procedures. 

Duties and Responsibilities: The duties and responsibilities listed below are intended to describe the general nature of work and are not intended to be an all-inclusive list.  Other duties and responsibilities may be assigned. 

1. Coordinates scheduling of the surgical sites and appointments for all physicians associated with a specific location in the department to achieve maximum utilization while adhering to Medical Center standards and regulations. 

2. Conducts patient interviews to accurately document a patient's status pre-operatively.   

3. Makes necessary arrangements to qualify patients for surgery.   

4. Coordinates all pre-op tests and surgical procedures.   

5. Gathers all information obtained during the patient’s pre-op stages.   

6. Generates all information obtained during the patient's pre-op stages and submits a completed pre-operative surgical package to the surgical facility as directed by that facility, thus ensuring that the patient file is complete, and patient is cleared for surgery. 

7. Follows Federal CPT coding policies, records codes for surgical procedures and provides reports of all charges listed by the physician post-operatively to the billing coordinator. In the event of missing codes, the surgical coordinator communicates directly with the surgeon in order to obtain proper codes within 24 hours after the surgery.  Works with the billing coordinator to forward batched reports to TMCPO. 

8. Retrieves operative notes within 24 hours of a surgical procedure and ensures that surgical documentation is filed properly in patient charts and with the billing coordinator. 

9. Maintains a surgical log detailing patient data, surgery time and place, other incidental relative information, billing information including amount billed and reimbursement date and amount for each surgical patient.   

10. Maintains communication with the manager. Reports any problems or difficulties to the site manager immediately. 

11. Contributes to the creation and updating of policies and guidelines for the Department related to the process by which patients are screened and booked for surgery. 

12. Works with billing to insure appropriate billing and reimbursement for each case. 

13. Responsible for surgical referral and authorization verification prior to/and following appointments and surgeries for. 

14. Establishes and updates appropriate patient information packets for distribution to patients and medical staff in accordance with surgical scheduling duties.  Responsible for maintaining supplies as necessary and coordinating distribution to patients. 

15. Represents in the department relationships with other departments of Tufts Medical Center.     

16. Works with the billing coordinator for resolution of surgical billing patient inquiries and complaints. 

17. Ensures that the patient may proceed with the scheduled procedure by communicating directly with the patient’s primary care physician in order to obtain pre-operative clearance. 

18. Responds to any last-minute questions the patients may have prior to surgery. 

19. Maintains collaborative, team relationships with peers and colleagues in order to effectively contribute to the working groups achievement of goals, and to help foster a positive work environment. 

20. Inform patients of necessary pre-operative guidelines. 

21. Forwards information packets to patients. 

Physical Requirements:  

1. Frequent sitting, occasional standing or working, and lifting of 10-15 lbs. 

2. May be exposed to dust and other typical office-like discomforts. 

3. Manual dexterity using fine hand manipulations for computer keyboard operation. 

4. Requires ability to see computer screen and read reports. 

5. Requires ability to hear instructions from physicians and other clinical or nursing staff. 

Skills & Abilities: 

1. Computer literacy required including familiarity with word processing programs and electronic spreadsheets and has ability to learn new applications.  

2. Excellent interpersonal and customer service skills including excellent interpersonal and telephone skills.  

3. High degree of tact is necessary due to frequent interaction with patients, physicians, and insurance companies. 

4. Ability to perform Operating Room scheduling using Meditech and MSM. 

5. Knowledge of medical terminology and knowledge of CPT coding standards. 

6. Excellent organizational skills required with attention to detail.  

7. Ability to work independently with a minimum of supervision in routine matters.  

8. Excellent organizational skills. 

9. Ability to follow up and follow through on items related to scheduling. 

10. Self-motivated. 

11. Ability to prioritize work and be flexible with work assignments.