Administrative Support Coordinator

Scheduler Position

We are actively searching for an experienced and highly organized Scheduler to join our busy team. The ideal candidate will possess a strong background in:

• Complex scheduling for outpatient vascular surgery procedures, demonstrating the ability to manage a high volume of appointments with precision.
• Obtaining pre-authorizations and verifying insurance benefits for surgical and diagnostic services, navigating payer requirements efficiently to ensure seamless patient care.
• Exceptional patient communication skills, with a compassionate and professional demeanor.
• The ability to thrive in a fast-paced, dynamic environment, handling multiple priorities with meticulous attention to detail.

Job Responsibility

Complex Scheduling & Coordination:

• Schedule complex outpatient vascular surgical procedures, diagnostic tests (e.g., ultrasound), consultations, and follow-up appointments. Coordinate procedure dates and times with providers, procedure suites, and other relevant departments. Manage and optimize provider schedules, ensuring efficient utilization of clinic and procedure block times. Reschedule and cancel appointments promptly and professionally, effectively communicating changes to patients and relevant staff. Process incoming referrals, ensuring appropriate scheduling based on medical necessity and provider availability. Send appointment reminders and prepare patient packets with necessary pre-procedure instructions.

Authorization & Insurance Management:

• Verify patient insurance eligibility, benefits, and coverage for all scheduled procedures and appointments. Obtain pre-certifications, pre-authorizations, and referrals from insurance companies for all vascular procedures and diagnostic imaging prior to services being rendered. Submit all required clinical documentation (e.g., physician orders, clinical notes, imaging reports) to insurance payers to support authorization requests. Proactively follow up with insurance companies on the status of pending authorizations, escalating issues as necessary. Communicate authorization status, potential out-of-pocket costs, and patient financial responsibilities clearly to patients. Assist in the initial stages of appealing authorization denials, gathering necessary information for clinical review.

Patient Communication & Support:

• Serve as a primary point of contact for patients regarding scheduling and authorization inquiries, maintaining a compassionate, professional, and empathetic demeanor. Provide clear and concise pre-operative and post-operative instructions, ensuring patients understand preparation requirements and follow-up care. Address patient questions and concerns related to their appointments, procedures, and insurance coverage. Handle sensitive patient information with the utmost confidentiality, adhering strictly to HIPAA regulations.

Administrative & Operational Support:

• Accurately enter and maintain patient demographics, insurance information, and scheduling details within the electronic medical record system. Utilize practice management and scheduling software proficiently, including EPIC, Soarian, Touchworks, eCARE, and Microsoft Outlook. Collaborate effectively with clinical staff, physicians, and other administrative personnel to ensure seamless patient flow and operational efficiency. Identify and resolve scheduling conflicts or authorization roadblocks proactively. Manage incoming calls, emails, and faxes related to scheduling and authorizations. Participate in team meetings and contribute to continuous process improvement initiatives.
• Obtains all necessary documentation.
• Communicates operating time, place and instructions to patient.
• Prepares patient chart for director and provider's review prior to the procedure(s).
• Responds to patient inquiries related to the procedure(s).
• Acts as liaison between the patient and provider regarding the procedure.
• Performs related duties as required. All responsibilities noted here are considered essential functions of the job under the Americans with Disabilities Act.

Job Qualification:

• High School Diploma or equivalent required. College degree preferred.
• 1-3 years of relevant experience, required.

Additional Salary Detail The salary range and/or hourly rate listed is a good faith determination of potential base compensation that may be offered to a successful applicant for this position at the time of this job advertisement and may be modified in the future. When determining a team member's base salary and/or rate, several factors may be considered as applicable (e.g., location, specialty, service line, years of relevant experience, education, credentials, negotiated contracts, budget and internal equity).