Medical Office Coordinator - UI Health, OCC Surgery Clinic

Surgical Coordinator

The University of Illinois Hospital & Health Sciences System (UI Health) provides comprehensive care, education, and research to the people of Illinois and beyond. A part of the University of Illinois Chicago (UIC), UI Health comprises a clinical enterprise that includes a Joint Commission-accredited tertiary care hospital and outpatient clinics, and the Mile Square Health Center network of federally qualified health centers. It also includes the seven UIC health science colleges: the College of Applied Health Sciences; the College of Dentistry; the School of Public Health; the Jane Addams College of Social Work; and the Colleges of Medicine, Pharmacy, and Nursing, including regional campuses in Peoria, Quad Cities, Rockford, Springfield, and Urbana. UI Health is dedicated to the pursuit of health equity.

This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

Proactively maintains and manages provider surgical schedules to ensure quality patient care, customer service, optimized utilization of clinical resources, and efficient workflows.

Duties & Responsibilities:

• Develop and maintain all surgical schedules and other subspecialties as required. Ensure cases are updated on departmental calendars and within Surgical Case tracking systems used by the Hospital and/or off-site facilities.
• Serve as liaison by triaging telephone calls and e-mails; responding to internal and external inquires for information related to surgical case coordination, using discretion and independent judgment.
• Collaborate and correspond with staff in Patient Accounts office and in the University of Illinois Hospital when responding to requests for self-pay quotes.
• Organize all required pre and post-operative appointments for patients, including obtaining necessary pre-certifications, referrals, and applicable health records, which may include scans, photos and x-rays required for clearance to proceed with the surgery.
• Demonstrate excellent communication skills and independence in obtaining and relaying the necessary information for scheduling the surgical cases.
• Generate monthly surgical reports for the service and prepare formal communication pertaining to exchange of health records with patient's insurance and care provider.
• Prepare and distribute weekly surgery schedule to the Clinic team, Hospital Surgical Services, Utilization Review team, and additional parties as indicated.
• Assist in performing and/or completing analysis of Surgery services, including appropriate utilization of the OR block time, releasing blocks ahead of time to avoid penalties, denial of insurance claims.
• Communicate with the Operating Room and vendors to ensure necessary instruments/supplies/equipment for the surgery will be purchased/delivered to the location of the case before the day of the surgery.
• Assist in the administrative management of the clinic as assigned.
• Orient Clinicians on the requirements for scheduling surgical cases.
• Assist Clinicians during the pre-operative clinic so that necessary appointments are set-up, consent forms are completed and signed, external health records can be obtained for the surgery.
• Work with Clinic Director to develop strategic plan for service in terms of increasing efficiency in coordinating surgical cases, pre-operative schedules, obtaining necessary surgical consents, and surgery charge submissions.
• Evaluate service activities on regular basis to identify areas for improvement.
• Formulate and initiate changes based on evaluation.
• Orient clinical staff on surgical scheduling policies and procedures and coordinates ongoing staff development programs.
• Perform other duties and participate in special projects as assigned

Minimum Qualifications Required:

1. Any one or any combination totaling five (5) years (60 months), from the categories below
   1. College education with course work in a business medical field such as nursing assistant, medical assistant, or medical secretary and/or business fields such as business, finance, public administration, or social science, as measured by the following conversion table or its proportional equivalent:
      • 30 semester hours equals one (1) year (12 months)
      • Associate's Degree (60 semester hours) equals eighteen months (18 months)
      • 90 semester hours equals two (2) years (24 months)
      • Bachelor's Degree (120 semester hours) equals three (3) years (36 months)
   2. Work experience or ancillary service experience comparable to the Medical Office Specialist level or other positions of comparable responsibility.