Administrative Assistant/Surgical Coordinator

Job Title: Administrative Assistant/Surgical Coordinator

Reports to: Administrative Manager

General Summary of Duties: Responsible for performing a variety of duties specific to the appropriate scheduling of surgical cases for the Physician. Exceptional organizational skills and people skills are needed.

Principle Duties and Responsibilities:

• Contact patients for scheduling, review of history and medications to determine and discuss any required preoperative testing or education.
• Ensure that all appropriate paperwork is completed prior to the scheduling procedure.
• Ensure accuracy of patient registration and scheduling.
• Ensure correct codes and patient information is provided to OR booking offices.
• Appropriately coordinates number and length of cases booked per OR session.
• Ensure timely updating of provider’s calendar, to ensure accurate OR and office schedule, calls, conferences, and departmental obligations. Communicates these changes to Administrative Manager, Site Manager, and COO.
• Responsible to obtain appropriate referrals and authorizations for office visits, procedures, and surgeries on the physicians/providers' schedule.
• Establishes and maintains effective relations; exhibits tact and consideration; offers assistance and support to co-workers; works cooperatively in group situations; works actively to resolve conflicts.
• Ensure appropriate testing is performed prior to procedures including lab work, clearance from patient’s primary medical physician, etc.
• Contact insurance companies to obtain pre-authorization as required.
• Correspond with appropriate billing staff regarding patients scheduled and need for contact regarding deductibles or payments due prior to surgery.
• Communicate all necessary information to patients regarding arrival, pre-and post-op instructions, and appointments required for their procedure.
• Assists with general office work such as mail, filing, forms completion.
• Key player in the training process for other Admins and front desk staff.
• Functions in a collaborative way, including training (when necessary) other UOI employees including call center, reception, and other Administrative Assistants.
• Answer and triage patient phone calls.
• Additional duties as assigned by the Manager to meet department needs.

Requirements:

• High school diploma or equivalent required.
• Administrative and organizational skills to coordinate patient-care activities.
• Excellent telephone manner and the ability to communicate effectively with patients, coworkers, and other physician offices.
• Excellent computer skills to accurately and efficiently assist in the running of a busy office, including email, scanning and word processing.
• Organizational skills to triage patients appropriately for required testing, visits, surgeries, and other encounters.
• Knowledge of MS Office and EMR systems/Practice Management Systems.
• Ability to maintain confidentiality.
• Attention to detail.
• Must be able to travel to all sites if/when necessary.