Surgery/Procedure Scheduler at Beacon Health Systems in South Bend, Indiana

Posted in General Business 13 days ago.

Type: Full-Time

Job Description:

Reports to the Practice Manager. Completes all processes related to the scheduling of surgical procedures including pre-operative testing, office visits and post-operative care. Greets patients, answers calls and performs other office tasks as needed. Ensures that world class service is provided at all times.MISSION, VALUES and SERVICE GOALS

  • MISSION: We deliver outstanding care, inspire health, and connect with heart.

  • VALUES: Trust. Respect. Integrity. Compassion.

  • SERVICE GOALS: Personally connect. Keep everyone informed. Be on their team.

Performs surgery and procedure scheduling duties according to established policies and procedures following provider instructions by:

  • Preparing surgery schedules and ensuring that corrections, if necessary, are handled in a timely, efficient manner.

  • Interpreting physician orders and scheduling procedures accordingly.

  • Scheduling all surgery related appointments and testing.

  • Providing instructions related to pre-operative, post-operative needs, appointments, medication adjustments and completing the associated documentation.

  • Following multiple surgeon protocols for pending surgery cases.

  • Tracking all clearances and testing results for provider approval prior to surgery date.

  • Tracking all related imaging studies, importing imaging to PACS and pushing images to other facilities as needed for intra-operative viewing.

  • Ensuring that all equipment (including special equipment) supplies and implant requests are handled according to departmental policies and procedures.

  • Contacting vendors to cover surgical cases and updating them as changes occur.

  • Completing the surgical order process.

  • Organizing records for surgery and preparing surgery packet.

  • Remaining knowledgeable and compliant with insurance carrier guidelines.

  • Ensuring pre-certification guidelines have been met for diagnostic testing and surgical procedures.

  • Ensuring medical necessity is documented by complying with scheduling criteria for all insurance carriers.

Contributes to the overall effectiveness and efficiency of the office by:

  • Receiving and greeting all patients, families and staff members in a professional manner and providing all reasonable assistance.

  • Receiving telephone calls, taking and relaying messages accurately.

  • Providing assistance with phone calls, patient messages, prescription refills and check out responsibilities as needed.

  • Coordinating outside referrals for treatments, therapies, home-care, and durable medical equipment needs.

  • Completing work status notes, disability and FMLA forms.

  • Recording medical history and maintaining patient records.

  • Preparing patient for examination.

  • Intake for new patient referrals.

  • Obtaining pathology results and directly communicating results to the necessary providers.

  • Acting as a mentor to other team members and willingly providing ongoing guidance and assistance.

Performs other functions to maintain personal competence and contribute to the overall effectiveness of the department by:

  • Building and maintaining effective working relationships with hospitals, departments, facilities and vendors.

  • Interacting in a positive, pro-active and cooperative manner with other team members, patients and Phy sicians (and their office staff) when providing information, seeking assistance or clarification and resolving problems.

  • Assisting the department to meet or exceed its quality assurance goals.

  • Acting as a representative of Beacon Medical Group and striving to make a good first impression.

  • Communicating with the manager/administrator regarding any concerns or problems in a timely manner.

  • Maintaining records, reports and files as required by departmental policies and procedures.

  • Participating on committees as requested.

  • Completing other job-related duties and projects as assigned.

  • Maintains and presents a positive customer service image at all times.


Associate complies with the following organizational requirements:

  • Attends and participates in department meetings and is accountable for all information shared.

  • Completes mandatory education, annual competencies and department specific education within established timeframes.

  • Completes annual employee health requirements within established timeframes.

  • Maintains license/certification, registration in good standing throughout fiscal year.

  • Direct patient care providers are required to maintain current BCLS (CPR) and other certifications as required by position/department.

  • Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.

  • Adheres to regulatory agency requirements, survey process and compliance.

  • Complies with established organization and department policies.

  • Available to work overtime in addition to working additional or other shifts and schedules when required.

Commitment to Beacon's six-point Operating System, referred to as The Beacon Way:

  • Leverage innovation everywhere.

  • Cultivate human talent.

  • Embrace performance improvement.

  • Build greatness through accountability.

  • Use information to improve and advance.

  • Communicate clearly and continuously.

Education and Experience
  • The knowledge, skills and abilities as indicated below are normally acquired through the successful completion of high school diploma. Three years of related experience in a healthcare/clinical environment, admitting department, physician office practice or scheduling office is required. Familiarity with health record coding and various insurance plans is preferred. Knowledge of medical terminology is required or a course must be successfully completed during the first year of employment.
Knowledge & Skills

  • Requires an understanding of registration and pre-registration processes and the clinical requirements of various medical procedures.

  • Requires a basic knowledge of medical terminology, CPT and ICD codes, which includes being able to identify LMRP procedures and check for medical necessity.

  • Demonstrates proficient computer skills. Also requires basic office and keyboarding skills and the use of multiple databases.

  • Requires the verbal communication skills necessary to communicate in a clear and effective manner when answering patients questions and communicating with other departments and physician offices.

  • Demonstrates the interpersonal skills necessary to interact effectively with patients from various backgrounds in a professional, enthusiastic, courteous, friendly, caring and sincere manner. Also demonstrates the ability to gain the support of and maintain effective working relationships with other departments, physicians and their office staff.

  • Requires good telephone and listening skills. Sensitivity to individuals who do not speak English as their first language is expected.

  • Requires the ability to strictly follow all policies regarding HIPAA guidelines.

  • Requires organizational skills, the ability to pay close attention to details and the ability to problem solve.

Working Conditions
  • Works in an office environment with potential exposure to physical, chemical, and biohazards.
Physical Demands
  • Requires the physical ability and stamina (i.e., to walk moderate distances, climb stairs, lift up to 15pounds, reach, bend, stoop, twist, etc.) to perform the essential functions of this position.

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