JOB TITLE: Surgery Coordinator – Part-Time Permanent Position (Can possibly go Full-Time in 6 months)
HOURS: Monday, Tuesday & Half Day Wednesday (20 hours per week) – Additional Hours and Days on an as needed basis.
GENERAL SUMMARY OF DUTIES: Provides financial counseling and facilitates financial arrangements. Coordinates surgery procedures including the OR, anesthesiologist and surgical assistant, if appropriate and provides information regarding the Ambulatory Surgery Center and all ancillary costs related to the procedure. Enters charges and payments for services in the information system, bills and collects outstanding balances and facilitates communication regarding all financial aspects of patient services.
TYPICAL WORKING CONDITIONS: Normal office environment. Occasional evenings.
EXAMPLES OF DUTIES: (This list may not include all of the duties assigned.)
1. Meet with all consult patients to discuss scheduling options, dates, times, and pricing and financing options.
2. Complete a comprehensive written quotation for all procedures for each consult patient.
3. Answer questions; provide information regarding the financing and logistics of the surgery.
4. Coordinate communication of the scheduled surgeries with the ASC, Anesthesiologist and surgical assistant, if one is used. Fax the surgery schedule to the ASC each Friday and update as changes occur. Changes must be communicated in a timely manner.
5. Maintain log of fees for surgical equipment used for procedures.
6. Set consent appointments and mail “pre consent appointment packet” one week prior to consent appointment.
7. Prepare consent papers for surgery consent appointments two weeks prior to the patient’s appointment with the nurse.
8. Schedule the case with appropriate facility. Make sure special requests (anesthesiologists or over night stays) are arranged and communicated to all involved parties.
9. Confirm special arrangements 1 week prior to surgery date.
10. Contact all consult patients who have not scheduled surgery one week after their consultation appointment to provide additional information and determine their desire to receive the services.
11. Mail invoices for surgery fees 1 month prior to surgery date. Make sure to follow up the invoice so payment is received 15 days prior to surgery date.
12. Collect 25% deposit for scheduled cases at the time the surgery is booked.
13. Complete Super Bills (charge tickets) for surgery patients with appropriate CPT codes and pricing.
14. Send statements and follow-up on any delinquent accounts.
15. Investigates billing problems and formulates solutions.
16. Respond to inquiries from patients and third party payer regarding services or the financial aspect of patients’ accounts.
17. Distribute copies of surgery schedule to all employees on Fridays. Update their copies as necessary.
18. Maintain physician-Credentialing file and complete for all entities requiring annual renewal.
19. Provide back-up coverage to the patient coordinator as needed.
PERFORMANCE REQUIREMENTS: Knowledge, Skills, & Abilities:
Knowledge of medical business office procedures. Knowledge of grammar, spelling, and punctuation to type patient information. Skill in operating a computer, calculator, copy machine and other business office machines. Skill in answering the telephone in a pleasant and helpful manner. Ability to speak clearly and concisely to market plastic surgery services. Ability to read, understand, and follow oral and written instruction. Ability to examine documents for accuracy and completeness and file materials correctly by alphabetic or numeric systems. Ability to prepare records in accordance with detailed instructions. Ability to establish and maintain effective working relationships with patients, employees, and the public.
1. One-year experience in a medical practice performing related duties and responsibilities.
2. Knowledge of medical terminology, billing and collection.
3. Word processing and computer training.