Surgery Scheduling Specialist

As the region's dedicated experts in exceptional musculoskeletal care, our doctors and staff at Lakeshore Bone & Joint Institute have served the orthopedic needs of northwest Indiana since 1968. With state-of-the-art facilities, we are dedicated to delivering the exceptional, compassionate care patients need to keep moving and keep enjoying their life. The Surgery Scheduling Specialists is essential in providing our patients timely, safe, effective, and efficient patient-centered care by tracking and documenting client medical information, scheduling surgical procedures, confirming insurance, and organizing the schedule for each surgeon.

 

Essential Functions:

 1. Responsible for scheduling and coordinating patient surgeries and maintaining surgery schedules

2. Records all work in practice management system

3. Prepares necessary paperwork including consents, lab orders, instructions, and scheduling post-surgical visits

4. Assists in collecting pre-surgical deposits and completing all associated documentation

5. Print and analyze additional reports of surgery schedules and orders, including cancellations and reschedules

6. Relays necessary messages to physicians, staff, other facilities and patients

7. Communicates with surgical facilities and sends all necessary surgical forms

8. Prepares and supplies clinics with surgery scheduling patient folders, binders and instructions as needed

9. E-Mails surgery schedule to physician and notifies reps of the surgery schedule

10. Prints and distributes superbills 

11. Contacts outside physicians’ offices for surgeries requiring approach or assistant surgeons 

12. Completes pre-certification process for procedures including but not limited to surgery and injections 

13. Inform patients when their insurance has no out of network benefits.

14. Meet deadlines as determined by date of procedure.

15. Act as internal source within LBJI for staff questions and payment or denial trends;

16. Understanding insurance rules and regulations, CPT/ICD10 coding information, and company billing procedure and updates

17. Communicate with team members including hospitals, surgery centers, other facilities as applicable, and management regarding insurance processes and determinations

18. Present problems to team with a solution-based approach

19. Prioritize daily workload and follow-up on pending statuses daily

20. Assures that patients receive the information regarding the scheduling of surgery in a professional manner rendering respect for their concerns and possible fears  

21. Answers telephone, screens calls, takes messages, and provides information following clinical policies

22. Maintains strictest confidentiality and adheres to all laws and regulations including the Health Insurance Portability and Accountability Act

23. Follow surgical schedules, identify, and correcting potential conflicts

24. Review clinical schedules for newly added surgeries

25. Other duties as assigned

 

Education & Experience: 

1. High school diploma or equivalent.

2. One year of work experience in a medical office setting with exposure to surgical terminology

3. 1-2 years of Surgery Scheduling or Pre-Authorization experience is preferred.

 

Knowledge:

1. Knowledge of business office procedures. 

2. Knowledge of medical terminology and coding. Must be familiar with surgical procedures.

3. Grammar, spelling, and punctuation to type patient information. 

 

Skills:

1. Operating a computer, word processing and office machines. 

2. Answering the telephone in a pleasant and helpful manner and using a multi-line telephone system. 

 

Abilities:

1. Speak clearly and concisely 

2. Read, understand, and follow oral, and written instruction 

3. Sort and file materials correctly by alphabetic or numeric systems

4. Establish and maintain effective working relationships with patients, employees, and the public 

5. Must be able to juggle multiple tasks daily

6. Is professional, patient, compassionate, respectful team player

7. Act with integrity, honesty, and truthfulness in all areas of work;

8. Maintain confidentiality and uphold aspects of work that need to remain private;

9. Carry out work duties and responsibilities competently and in a timely manner.

 

Physical Requirements:

While performing the duties of this job, the employee may be required to sit and/or stand for prolonged periods, work longer than eight (8) hour shifts, and to work both day/evening shifts.  Work may hand dexterity as well as the need to reach, climb, balance, stoop, kneel, crouch, talk, and hear.  The employee must occasionally lift and/or move up to 50 lbs.  While performing the responsibilities of the job, the employee is required to talk and hear. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to focus. Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions of the job.

Environmental/Working Conditions: 

Work is performed in an office environment. Involves frequent personal and telephone contact with patients and with testing sites and surgery departments. Work may be stressful at times. Interaction with others is constant and interruptive. Contact involves dealing with injured sick people.

Compliance:

All employees have a responsibility to comply with our organization’s policies and procedures, adhere to our Code of Conduct, complete required compliance training modules, and report any observations of non-compliance.

EEO Statement:

We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or Veteran status.