OB-GYN Surgical Scheduling Coordinator

Position Summary

The OB/GYN Surgical Scheduling Coordinator (SSC) is responsible for scheduling surgeries and procedures for patients of the OB/GYN department. The SSC transmits and receives patient information between the health center and outside facilities such as hospitals, birthplace, doctor's offices, pharmacies, and insurers. The SSC assists in collecting statistics for the department. She/he arranges transportation, including ambulances for OB/GYN department patients, as needed.

Qualifications

Education

• High school diploma or equivalent

Experience

• Previous experience working in a medical office, clinic, or hospital with demonstrated attention to detail is required
• Graduate of a medical secretary program preferred

Personal Skills and Attributes

• Strong organizational skills with demonstrated proficiency in EHR and Microsoft Office
• Excellent communication skills (written and oral), professional demeanor, good problem-solving skills, organized and detail oriented.
• Understanding of Medicare, Medicaid and managed health care plans
• English /Spanish bilingual ability is preferred.

SPECIAL REQUIREMENTS :

The essential duties of this position present risk of exposure to airborne infection, body fluids, and blood-borne pathogen. Annual BBP Training is required.

Up to date immunization, annual TB testing, and Covid-19 vaccine required. Hepatitis B vaccine and annual flu immunization are strongly recommended. All necessary vaccines are available at no charge at the health center. A Declination form must be signed if the Hepatitis B or other recommended vaccines are declined.

Results of inquiry to Criminal Offender Record Investigation (CORI) must be acceptable under health center standards.

SPECIFIC DUTIES AND RESPONSIBILITIES:

Office Responsibilities

• Checks the NSMC Birthplace to see if any patients from LCHC have delivered. This is printed & given to the front desk staff to cancel appointments, such as ultrasounds, at this office. Print out delivery notes and put patient's delivery information in OB History, on problem list, and give note to respective caseworker.
• Organizes and sends patient information as needed to hospitals, outside providers, insurers, and MDPH.
• Ensures that results of diagnostic tests and outside consultations & records are received in a timely fashion, including researching, and locating outstanding results (these may be required to schedule for surgery, v-bac or to continue prenatal care) and communicate findings to providers.
• Calls patients to ensure the understanding of and compliance with scheduled tests and referrals.
• Maintains the peri-natal data base:
  • Enters all demographic & specified information for every OB once they start care at LCHC, updating as needed.
  • Enters all post-partum data as indicated. This requires pulling the delivery note from NSMC.
  • Assures that all deliveries are entered on the database for the previous month by the 6th of each month. (Required for billing)
• If sterilization procedure was done, fill out form and give to provider to sign. Then consent gets faxed to NSMC/MGB to be scanned. Send copy to LCHC billing and medical records.
• Print Call Schedule and First Call schedules and disperse. This needs to be repeated each time there is a new version.
  • Confirm that correct On Call provider is listed in the surgery book.
• Transferred patients: close episodes, make note on problem list, enter transfer list, and inform referral secretary and LCHC billing office and patient's caseworker.
• Fax OB intake sheets to WIC once a week.
• Arranges and calls taxis and ambulances as needed.
• General secretarial duties including typing, copying, faxing & filing.

Surgical Scheduling

• Schedules all C-sections, versions, & circumcision for newborns at the NSMC Birthplace.
• Scheduling C/Sections: Call OR scheduling at NSMC/MGB and tell them when you want to schedule C/S, they will put on the "Snapboard". Obtain assist (ask provider if they prefer First Call, or from NSPG). Put in surgery book and computer schedule, inform patient. When C/S is done is Main OR, need to inform Birthplace of date/time.
• Schedules all GYN surgeries and pre-admission testing at NSMC-Salem through surgical scheduling.
• Scheduling GYN Procedures: LCHC has 2 surgery blocks per month assigned to specific doctors. When any other provider needs to schedule surgery, must call OR scheduling and find available time and then confirm with provider if that day/time is okay.
• Assure that the patient has had any other required testing prior to surgical date. This could include lab work or a medical clearance appointment with the primary care provider.
  • Covid tests can be scheduled in urgent care
• Obtain prior authorization for all C-sections and surgical procedures from the insurance company.
• Calls patients to inform them of the following dates when scheduling a C-section or GYN Surgery:
  • Pre-operative appointment at LCHC
  • Pre-admission testing date or phone screen date- at or by NSMC
  • Surgical date
  • Post operative appointment at LCHC
• Post-Op:
  • Ask providers if they prefer telephone or in-person visits, then schedule appointment
  • Print out post-op report and give to RN in OB/GYN department to make care call to patient (inform patient of post-op appointment or have nurse inform patient during this call)
• Works with the Department Manager to ensure that the surgery schedules of providers do not interfere with the office schedules. Block the provider schedules once the dates are confirmed.
• Arranges surgical assists for all C-sections and GYN surgeries by calling Partners OB/GYN MDs or the NSMC OB/GYN resident if indicated by the provider.
  • Include all information in surgery book and computer schedule.
• Review surgical booking packet for completeness. Fax the booking packet, patient history and physical and the consent form to surgical scheduling.
• Maintains the provider schedules which includes all meeting times for LCHC and NSMC as well as surgery/ and procedure times. Keeps the on-line schedule up to date so providers can access their schedules from any location.
• Cancels surgical times, appointments, and assists as indicated.

Core Responsibilities:

1. Respect and maintain patient confidentiality in all aspects of care including use of electronic information.
2. Treat all patients in a welcoming and professional manner.
3. Demonstrate professionalism by appropriate attire, attendance, attitude, and behavior within the clinical setting.
4. Contribute to the team effort by supporting all team members and maintaining an open and positive attitude.
5. Welcome new employees to the team by assisting with their orientation to the team and mentoring them, as requested.

CUSTOMER SERVICE:

1. Demonstrates an understanding of customer service principles by successfully completing on-line Customer Service training.
2. Utilizes the principles of customer service when interacting with patients/clients, team members and staff from other departments.
3. Appropriately handles or seeks support when customer service breakdowns occur.

CULTURAL COMPETENCE:

1. Demonstrates knowledge of culture by successfully completing the on-line training on Cultural Competence.
2. Utilizes an appreciation of and respect for diversity when interacting with patients/clients, team members and staff from other departments.
3. Responds appropriately or seeks support when confronted with cultural biases or conflicts.

EMERGENCY SITUATIONS:

1. Is aware that to respond promptly and appropriately to emergencies, any staff member may be assigned duties that differ from those in the job description or may be assigned temporarily to a different location or schedule.
2. Understands that all staff should have a Personal Emergency Plan in place to best respond to his/her job responsibilities should health center emergency arise.