Surgical Booking / Referral Coordinator

Job description

Surgical Booking/Referral Coordinator
Job Summary
Reports to the Administrative Director and Clinical Practice Manager and works under the direct supervision of the Urology physician group. The Surgical Booking/Referral Coordinator is responsible for procedure and surgical scheduling and all pre-procedure administrative activities.
Job Functions
• Transcribe surgical order forms with ICD-10 and CPT codes and send them to the appropriate hospital departments.
• Transfer surgical schedules from Epic and input them into SIS.
• Communicate surgery cancellations or reschedules to all appropriate departments and modify EMR systems as appropriate.
• Release block time according to hospital guidelines and communicate with the Clinical Practice Manager, Administrative Director, and physician so the clinic can be opened if needed.
• Assist the practice with answering phones and voicemail, specifically those related to surgical scheduling.
• Serve as the practice contact for surgical partners.
• Verify patients' insurance eligibility, participation, and referral status.
• Retrieve insurance authorizations for surgical cases prior to surgery, update payers as needed, and add responses into Epic.
• Email all authorizations to Financial Counseling.
• Ensure all necessary functions are completed prior to surgical cases, including pre-operative labs, cell saver arrangements, and additional equipment needs.
• Assist with billing functions and work with the billing company.
• Process patients quickly and accurately through the computer-based scheduling system for future appointments and/or testing, as appropriate for patient care.
• Ensure surgical patients are prepared for clinic visits with partnered physicians.
• Meet with patients when scheduling procedures on the day of the office visit, when applicable.
• Communicate with surgical patients to discuss clinic and surgical visits as appropriate, including pre-visit requirements, in a timely manner.
• Retrieve and respond to phone messages accordingly.
• Initiate medical clearances and risk stratifications, when applicable, and instruct patients accordingly with sufficient time before surgery.
• Reschedule patients whose appointments conflict with operating room schedules.
• Ensure all surgical paperwork is scanned into Epic.
• Ensure pre-surgical paperwork requirements are met, including H&Ps, consent forms, and testing orders.
• Schedule patients for radiologic testing ordered by the provider for surgery, including obtaining prior authorization, scheduling appointments, and communicating with patients.
• Identify potential needs for anesthesia consultations based on hospital criteria and coordinate appointments prior to surgery.
• Ensure patients have scheduled post-operative appointments, considering global periods and appropriate follow-up timing.
• Maintain and support patients' rights to care, privacy, and respect.
• Receive, review, and process referral and authorization requests as assigned for completeness, accuracy, and network appropriateness, including PCP-initiated specialty referrals, out-of-network requests, and ancillary services.
• Document patient referral activity for resolved and unresolved referrals to track revenue performance.
• Assist with patient insurance registration and updates in Epic, ensuring information reflected in patient medical records is as accurate as possible.
• Perform other duties as assigned from time to time.

Minimum Qualifications
Education
• High school diploma or equivalent preferred.
• Medical Assistant certification or equivalent experience in a medical assistant role.

Experience
• Two to four years of relevant work experience in a medical or physician surgical setting preferred.
• Two to four years of clinical administrative or surgical medical office experience preferred, or Medical Assistant work experience with medical terminology in a surgical specialty preferred.

Licensure and/or Certification
• N/A

Skills
• Excellent customer service skills.
• Excellent organizational skills.
• Excellent communication skills.
• Ability to work with a high volume of patients.
• Ability to work independently.
• Ability to collaborate with a team.
• Must be able to read, write, and communicate in English.
• Computer skills required.
• Ability to maintain confidential information.