Surgery Scheduler

At Urology Austin , our mission is committed to improving the lives of patients and their families through compassionate, quality, and ethical care.

In choosing a career with Urology Austin , you are choosing to improve the lives of patients and their families through a collaborative team-driven approach in an innovative, quality-driven, community-based setting. Better Medicine. Better Care.

POSITION SUMMARY:
The purpose of this position is to assist all Urology Austin patients as they seek treatment at our Practice, whether as a new patient, returning patient or a patient being scheduled for surgery and/or a procedure. This must be done with the utmost care and accuracy when entering demographic and insurance information as well as when populating the physician’s schedule.

JOB RELATIONSHIPS

• Reports to the Operations Exceutive
• Works in conjunction with providers, other front office staff, billing staff and medical records to provide proper check-in procedures for patients of Urology Austin.

ROLE QUALIFICATIONS (experience, education, and skills)

• Minimum one year physician front office experience, preferably in a surgical practice.
• Basic knowledge of insurance plans, including Medicare and Medicaid.
• Ability to enter patient demographic and insurance information quickly and accurately.
• Excellent customer service and communication skills.
• Excellent organizational skills to maintain multiple physician schedules together with scheduling with area healthcare facilities.
• Proficiency in computer software use, including Word, Excel, and Outlook.

ESSENTIAL JOB RESPONSIBLITIES

• Assists in scheduling all new and returning patients for Urology Austin, ensuring accuracy as to time and date of the appointment and in capturing patient demographic information and insurance information.
• Schedules procedures/surgeries accurately and timely as directed by Urology Austin providers and/or clinical staff including post-operative/follow up appointments.
• Communicates with patients to explain surgical preparations and instructions .
• Consults with the appropriate provider to obtain clearance that treatment regimen is considered medically necessary before initiating request to the insurance plan.
• Accurately verifies insurance coverage on all surgery/procedure patients.
• Obtains authorizations, pre-determinations and referrals as required to ensure prompt payment.
• Schedules peer-to-peer calls when necessary.
• Provides surgery information/instructions to the patient including medication management, labs, pre-operative, and post-operative treatment plans in a courteous and professional manner.
• Communicates patient benefits and estimated financial responsibility to patient/responsible party.
• Collects estimated patient financial responsibility two weeks prior to scheduled surgery/procedure and/or follows current Urology Austin surgery/procedure collection policies and protocols.
• Coordinates with facilities to ensure operating/procedure room time needed is available for the procedure/surgery and arranges necessary anesthesia coverage as determined by facility policies pertaining to surgery scheduling .
• Reviews surgery schedules two days prior to the scheduled surgery day and checks for errors in scheduling, and/or surgery assistance.  Ensures that updates (cancellations or additions) are properly completed.
• Communicates as needed with physicians and other staff about any patient concerns/issues related to scheduling. 
• Consults with site manager about any system problems.
• Uses customer service principles and techniques to deal with patients calmly and pleasantly.
• Provides coverage to other areas as needed.
• All other duties as assigned.

Performance Requirements:
Knowledge

• Knowledge of medical practice protocols related to scheduling appointments.
• Knowledge of CPT and ICD-10 codes.
• Knowledge of insurance benefits.
• Knowledge of computerized scheduling systems.
• Knowledge of customer service principles and techniques.

Skills   

• Skill in communicating effectively with physicians about scheduling preferences.
• Skill in producing reports about appointment patterns as needed.

Abilities

• Ability to multitask effectively, dealing with phone calls, in-office patients, staff, and others pleasantly.
• Ability to communicate calmly and clearly with patients about surgery schedules in all circumstances.
• Ability to analyze situations and respond appropriately.

Reporting to this position : No direct reports.

Physical Demands and Work Environment :
The physical demands and work environment characteristics described here are the representative of those that must be met by an employee to successfully perform the essential functions of the job.  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions:

• Physical demands : While performing the duties of this job, the employee is occasionally required to walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; balance; stoop; talk or hear.  The employee must occasionally lift/or move up to 20 pounds.  Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. 
• Work environment : Primarily clinic office setting. Constant contact with individuals from any backgrounds; minimum exposure to communicable diseases.  The noise level in the work environment is usually moderate.  Frequent stress from dealing with tense individuals in uncomfortable situations.