Surgical Department Scheduler and Assistant

Surgical Scheduler

This position's primary and majority of responsibilities is focused surgical scheduling and chart audits, determining billable procedures, supplies and implants and enters charges in support of accurate billing. This position is responsible for surgical scheduling and is responsible for the verification and collection of patient demographic and procedural information by direct data entry to the Cerner Scheduling systems. This position liaisons with provider/surgeon offices to secure information specific to the requested services, accurately documenting the data in the encounter database, schedule book and iQueue software. This role also performs a variety of secretarial and administrative duties and support for the department, providers, staff and the director.

Responsibilities

Surgical Scheduling

• Ensures system documentation specific to the surgical and anesthesia services is entered and accurately reflects patient selection, order documentation, equipment reservation and related appointments.
• Accurate identification and selection of preference card compared to surgical order.
• Navigation of web-based products or system applications to initiate and document surgery orders, preadmission testing, special equipment reservations, and related pre and post procedural appointments.
• Performs required notifications to ensure required implants, equipment, supplies and personnel are secured and available.
• Schedules emergency and STATE procedures, coordinating with all involved departments, in a timely and effective manner.

Charges Auditing and Entry

• Validates SurgiNet implant documentation to the Vendor Implant Invoice (Bill Only) and the surgery charges (Picklist), researches discrepancies and ensures all implant charges are based on accurate information.
• Determines the billable procedures and supplies from the documentation and enters the correct charges.
• Conducts focused audits of the SurgiNet and anesthesia records (all documentation that drives patient charges), researches missing or incorrect data, follows-up and coordinates with circulators, anesthesia providers and vendors to ensure claims are processed accurately and timely.
• Manages inventory and loggin/billing of wound vacs throughout the hospital.
• Uses clinical documentation, knowledge of anatomy and physiology and medical terminology to correctly assign accurate CDMs for implants, supplies, anesthesia services and procedures.
• Assumes responsibility for appropriate communication and documentation to ensure that information is shared for effective operations within the team, across departments and with surgeons' offices.
• Plans, coordinates and performs assigned Date of Service audits. Correctly charges for surgery implants, supplies and procedures.
• Reviews record for completeness, accuracy and compliance with regulations.

Administrative

• Schedules surgical, obstetric and endoscopy procedures, including associated pre-admission appointments as needed.
• Coordinates with Surgical Services, Anesthesia, Pathology, Radiology, Nuclear Medicine, Cath Lab, medical clinics and others with respect to surgical scheduling.
• Prepares reports for management and/or clinical teams as requested.
• Provides confidential administrative support to management and/or clinical teams as needed.
• Responsible for the gathering, revising and entering of data utilizing department required statistics/units/other.
• Responsible for data entry, meets and greets all customers using customer service guidelines in person and/or on the telephone.
• Perform clerical duties such as ordering, keyboarding, scanning, filing, photocopying and transcribing.
• May process time edits to the established guidelines.
• Maintains or supports current document control file.
• Responsible for conducting focused audis of each chart on the assigned date of service at FMC, as it related to patient charges
• Determines the FMC billable procedures and supplies from the documentation and enters the correct charges.
• Contact and work with external vendors

Operations

• Meets and greets all customers using customer service guidelines in person and/or on the telephone.
• Answers, evaluates and prioritizes incoming administrative line telephone calls, communicates effectively with callers obtaining complete and accurate information to determine the need(s) of the caller.
• Operates a computer terminal and retrieves information from various computerized resources to respond to queries and answer questions.
• Performs searches and answers and/or relays questions from inquiring customers.
• Keeps current department standards/communications boards.
• May be responsible for keeping current manual/electronic communication devices (portal/signage/fliers/flat screens, etc) as deemed necessary for department.

Compliance/Safety

• Responsible for reporting any safety-related incident in a timely fashion through the Midas/RDE tool; attends all safety-related training programs; performs work in a safe manner; monitors work environment for possible safety issues and ensures others are also performing work in a safe manner.
• Stays current and complies with state and federal regulations/statutes and company policies that impact the employee's area of responsibility.
• If required for the position, ensures all certifications and/or licenses are up-to-date and valid prior to expiration dates.
• Completes all company mandatory modules and required job-specific training in the specified time frame.

Qualifications

Education:

• High School Diploma or GED- Required
• Associate's Degree- Preferred

Experience:

• 2 years hospital, operating room, medical or surgical scheduling comparative experience - Required
• 2 years customer service - Required
• Demonstrated understanding of medical terminology - Required
• Chart Auditing and Coding experience - strongly Preferred
• Microsoft Windows workstation environments and MS Office products experience (i.e., MS Word, MS Excel, Outlook, etc.)- Preferred

Healthcare is a rapidly changing environment and technology is integrated into almost all aspects of patient care. Computers and other electronic devices are utilized across the organization and throughout each department. Colleagues must have an understanding of computers, and competence in using computers and basic software programs.