Scheduling Coordinator

Job Description

General Summary

Under limited supervision, schedules surgical procedures. Schedules appointments, prepares medical records and billing information after patient is seen by the physician. Provides various support activities for the front office.

Principal Responsibilities and Tasks

The following statements are intended to describe the general nature and level of work to be performed by people assigned to this classification. These are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

1. Schedules and coordinates surgical procedures and tests allowing adequate time for each procedure based on history and preferences/surgeon request. Enters patient history into EMR.
2. Must be knowledgeable of ICD10 Codes, Procedure Codes, Prior Authorizations, Appeals for Denials of Procedures, and Pre and Post Op Protocols.
3. Coordinate available surgical time considering patient and surgeon availability, block time, and other scheduling factors (i.e. resource availability).
4. Communicates special equipment or resources effectively. Refers conflicts to practice manager.
5. Answers telephones and schedules appointment. Assists with check-in and check-out and other front office responsibilities as necessary.
6. Greets patient and makes sure all papers are signed and referrals are present before patient is seen.
7. Calls post-op patients as needed.
8. Gets authorization for surgical procedures and special/unusual situations when necessary.
9. Answers patient questions and provides all patient paperwork for surgeries.
10. Expected to fill in front office coordinators as needed.
11. Performs related duties as required.

 Education and Experience

1. High School diploma or equivalent required.
2. Medical Terminology and Anatomy preferred.

Knowledge, Skills and Abilities

1.  One-year surgical scheduling experience, preferred.
2. One year of experience in a customer services environment or in health care/physician practice as a medical office assistant preferred.
3. EMR experience preferred.
4. Ability to:
   • Convey verbal and written information
   • Follow directions;
   • Maintain discretion with patients;
   • Respond to emergency situations appropriately;
   • Effectively function as a member of a collaborative team;
   • Organize and manage time effectively, setting appropriate priorities;
   • Adapt hours of availability to variable and changing needs; and
   • Excellent attention to detail

Patient Safety

Ensures patient safety in the performance of job functions and through participation in department patient safety initiatives.

1. Acts to correct observed risks to patient safety
2. Reports adverse events and near misses to appropriate management authority.
3. Identifies possible risks in processes, procedures, and communicates the same to those in charge.