Surgery Scheduler and Back Office Admin

Surgery Scheduler and Back Office Admin

Position: Surgery Scheduler, Back Office Admin

Location: Davis, CA

Schedule: Full-Time and Part-Time positions

Salary: Competitive Salary & Bonus Program

Benefits: Health, Dental, Vision, EAP, 401(k), FSA, Costco, AAA, etc.

About Us

With a growing network of locations, California Foot & Ankle Centers (CALFAC) provides comprehensive podiatric care and surgery, including advanced wound care and amputation-prevention therapies, lower extremity peripheral nerve surgery, vascular medicine, and reconstructive surgery.

We have been serving patients in Northern California for over 60 years, building a loyal patient base keeping our clinic locations busy with little to no marketing during that time. Our highly-competent doctors and medical staff all believe in giving a caring approach to each patient, as well as our utilizing the most modern technology available. Further, we conduct clinical trials and podiatric research at all of our locations.

As a part of our team, you will be welcome in working with us for years to come as we do good work in our communities. We value team building, and our staff oftimes engages in after work activities in order to build relationships and play an essential role in our community.

Job Brief

A Surgery Scheduler is responsible for scheduling surgeries for assigned physician(s). Responsibilities include coordinating surgical procedures with multiple hospitals and surgery centers, scheduling and obtaining pre-operative testing, writing and communicating surgery orders, and collecting necessary documentation for surgeries. This individual works closely with patients, physicians, and surgery location to providing accurate, timely, and responsive paperwork.

A pleasant, calm, and professional demeanor is essential, as the front office staff are the first and last people that the patients interact with. As a member of our team, we all provide a high level of efficient patient care, while always presenting a caring, ethical, and professional experience for the patients.

Essential Functions

• Coordinates and schedules surgeries, follow-up appointments as designated by physicians
• Work with patients, physicians, and others both within the clinic and outside facilities providing accurate and timely info
• Coordinates processes and routes all paperwork as required to meet physician and facility requirements
• Follows all written policies, procedures, and protocols of the clinic, hospitals, surgery centers, etc.
• Demonstrates courtesy and helpfulness toward patients and their families
• Must be able to recognize and respond appropriately to urgent/emergent situations per protocols
• Establish and maintain effective working relationships with physicians, staff, management, as well as hospital staff
• Identifies scheduling barriers and implements solutions to improve scheduling results based on predetermined goals
• Adheres to policies regarding safety, confidentiality and HIPPA guidelines
• Prior to scheduling patients, check insurance and other sources ensure coverage
• Request and obtain medical records for patients, prior to appointment date
• Create and submit Requests for Prior Approval as needed
• Guide patients through the process by kindly talking them through the steps and answering their questions and concerns
• Send medical records of existing patients, upon request and proper authorization
• Work fluidly in our EHR (EPIC) and other systems to ensure info is accurate and complete
• Participate in various projects and/or meetings, and complete other tasks as assigned by management
• Cross-train and help coworkers as needed

Education and Experience

• Minimum 2+ years surgery scheduling experience in Northern California
• High school diploma required; Associate college degree preferred
• Proficient in Microsoft Word, Excel, fax, printers, scanners, and other office software
• Experience working in EHR systems (EPIC strongly preferred)

Qualifications/Requirements

• Knowledge and understanding of the workings of medical offices
• Knowledge and understanding of medical terminology
• Strong experience working with EHR systems (especially EPIC).
• Ability to work independently with minimal supervision
• Must have strong organizational and time management skills
• Ability to work on multiple tasks and meet deadlines
• Excellent communication skills
• Detail-oriented and must
• Be a team player
• Must be able to communicate effectively in Spanish and English in-person and over the phone

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to sit, stand, walk, speak, hear, use hands, handle documents, bend and stoop as needed, and reach with hands and arms. The position requires use of keyboard and computer regularly. Strong vision abilities to perform extensive computer-related work.