MG Lead Surgical Scheduling Coordinator Medical Assistant

SUMMARY:

The Lead Surgical Scheduling Coordinator /Medical Assistant reports to the Practice Manager and performs a variety of surgical scheduling and administrative duties with multiple hospital operating rooms, medical admissions and pre-admission testing (PAT) for their assigned physician or team. In addition, the Lead Surgical Scheduling Coordinator /Medical Assistant is responsible for providing guidance in collaboration with the Practice Manager to all Surgical Coordinators and coordinating daily activities of Medical Assistants of the Plastic Surgery division and overseeing all surgery related department initiativesMay routinely perform the duties of Medical Assistant.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Lead Surgical Scheduling Coordinator

Demonstrates competency, individually and as part of the team, in performing surgical coordinating and administrative duties. Demonstrates discretion when interacting with patients.Coordinates and schedules elective and emergency/trauma surgeries for the physician practice, as well as co surgeries with other surgeons' offices according to guidelines established by the hospital(s).
Coordinates questions regarding the physician's operating (OR) schedule (internal/external); communicates hospital policies and procedures to physician and practice personnel. Communicates any schedule changes with the OR, PAT, and Physicians.
Uses designated computer software and forms to schedule all surgical cases to be performed.
Obtains medical clearance from the appropriate specialty physician when instructed by physicians or licensed practitioners and oversees the process for all department surgeries.
Oversees to ensure that all surgeries were verified by insurance, collaborates with hospital surgical services, and hospital financial counselors, etc. Provides demographics and insurance information for all casesdmissions to hospital financial counselors to perform pre-admission approval. Utilizes internet and fax to obtain authorizations for surgeries, in office procedures, and referrals for office visits as required.
Schedules and oversees all appointments and testing within established guidelines, including pre-admission testing, pre- and post-operative appointments in the practice booked at the time surgery is scheduled, and anesthesia consults. Responsive to patient and provider requests and needs.
Improves and coordinates all meetings and contact with patients by providing surgical confirmation phones calls according to the CARE principles of Brown University Health.
Thoroughly understands all cosmetic services and ability to educate patients about cosmetic options during phone inquiries. Discusses surgery costs and payment timeframes with patients and provide accurate quotes for the physician, facility, and anesthesia costs. Coordinate payments and facilitate surgery dates. Collects cash and post payments when applicable. In addition, making sure that all Surgical coordinators are trained and aware of the process.
Acts as liaison for all patient's needs in person and via telephone.
Maintains and coordinates all office calendars, clinical and surgery schedules daily to identify possible issues either in scheduling, authorization, or clearance that need to be addressed.Oversees and performs prior authorizations for all surgical cases and any specialty referrals such as radiology or other testing.
Monitors incoming referrals for urgent/emergent issues that need to be addressed outside of the normal referral process.
Coordinates, supervises, and trains all surgical coordinators for the submission of reimbursement, CME, time off, and supply requests on behalf of the physicians they support. Adjusts EPIC schedule for time off and alert office manager of patients that need rescheduling.
Coordinates physician privileges, credentialing and licensure to ensure they are current. Coordinates informing physicians whose privileges are suspended that admission cannot be accepted until notification from the Health Information Services department has been received.
Monitors and coordinates physician credentialing to ensure that registrations and information on file with insurances are current. Informs physicians whose credentials are inactive or inaccurate that admission cannot be accepted until issue is resolved with Credentialing Services.
Coordinates documentation for physicians including NPI number, License, DEA certificate, all CPR or ABUHCS certifications, Laser certifications, etc. and notifies physician when any certifications or registrations are nearing expiration.
Maintains quality assurance, safety, environmental and infection control in accordance with Universal Protocol and established hospital department policies, procedures and objectives.Assists in all office functions if necessary, including front office, and if certified as a medical assistant, any MA duties.
Participates in the interview process of surgical coordinator candidates. Organizes and completes training of incoming surgical coordinators for all physicians within the practice. Provides input for quarterly performance evaluations of all surgical coordinators.
Organizes coverage for surgical coordinator absences both short terms, i.e. call outs, and long term, i.e. leave of absence / ADA
Establishes baseline competencies and standard operating procedures for surgical coordinators including but not limited to surgical pre-authorization, cosmetic pricing and collection, calendar maintenance, reimbursement process, and provider credentialing.
Coordinates surgical assist cases within/outside our department with physicians by being point of contact for other departments to request Plastic Surgery assistance when possible.
Manages the surgical block time of the department. Assigned blocks not being utilized by other providers will be compiled and distributed to the other providers and coordinators in the department on a weekly basis. Communicates any change in Provider to the relevant surgical booking office. Releases unused blocks to the relevant surgical booking office 1 week prior to date.
Leads monthly surgical coordinator meetings.
Attends and participates in staff meetings.
Performs other related duties, as assigned.

Lead Medical Assistant

Provides daily oversight of all Lab tracking, including labs, tests, and procedures. Follows up to ensure that current lab results are received and reported in the patient's Electronic Medical Record (EMR). Ensures that all abnormal results are reported to physician/provider immediately.Develops and communicates effective provider and staff schedules. Ensures patient schedules are appropriately supported by medical assistant staff. Maintains patient access to care, appointment availability, and efficient daily operations. Develops and maintains provider schedule templates.Assists the Ambulatory Clinical Manager and/or the Practice Manager in daily coordination of Medical Assistants to ensure efficient patient flow and the appropriate and timely follow-up of assigned tasks (in-basket items). Functions as resource to staff to clarify schedules and practice administrative processes. Participates in interview and selection of Medical Assistants. Provides orientation for new Medical Assistants.May monitor inventory levels to ensure supplies; equipment and instruments are on hand to meet anticipated needs. Reorders supplies as necessary and within level of authority. Refers orders beyond level of authority to manager. Ensures timely receipt of materials ordered, follows up as necessary to determine reason for delays. Ensures materials are stored appropriately upon receipt.May ensure functional reliability of equipment; identifies malfunctions and makes minor repairs and adjustments. Refers more complex problems to appropriate vendors for resolution. Coordinates maintenance and janitorial needs within department and in area of responsibility. Requests service from maintenance and janitorial vendors and maintain records of services provided. Evaluates quality of service provided. Communicates and resolves issues with appropriate vendors.Ensures all activities meet or exceed customer expectations. Develops, maintains and enhances relationships with others within and outside the practice, including practice staff, patients and families, vendors and others within the Brown University Health systems.Actively participates in committees and/or work teams. May lead practice teams related to quality improvement.Maintains and enhances own professional expertise through participation in seminars and meetings and through active pursuit of courses in leadership.May perform duties of medical assistant and provide coverage for practice in times of medical assistant absence. Adheres to Medical Assistant criteria as reflected in Medical Assistant - Ambulatory job description.

EDUCATION:

Associate degree required. Bachelor's degree preferred in Health Care Administration or related field. Proficient computer skills. Completion of accredited certified medical assistant training program required.Demonstrates knowledge and skills necessary to provide care to patients throughout the life span with consideration of aging processes, human development stages and sensitivity to cultural diversity in each step of the care process

EXPERIENCE:

Minimum of 5 years experience as a surgical scheduler in a physician's office along with a minimum of five years' experience as a medical assistant in a physician office

Familiarity with medical office procedures, terminology and surgical scheduling preferred. Experience should demonstrate effective organizational, leadership, communications skills and willingness to function as resource to the practice staff.

Familiarity with medical office procedures and terminology highly preferred.Must demonstrate excellent written and oral communication skills and effective prioritization and organizational skills.Experience should demonstrate effective organizational, leadership and communications skills to effectively develop effective staff and provider schedules, ensure effective patient flow and function as resource to medical assistant staff.

SUPERVISORY RESPONSIBILITY:

None

Pay Range:

EEO Statement:

Brown University Health is committed to providing equal employment opportunities and maintaining a work environment free from all forms of unlawful discrimination and harassment.

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Driving Required: