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

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

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


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  VALUES: Trust. Respect. Integrity. Compassion.


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

• 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.

• 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.

• 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.

• Leverage innovation everywhere.


• Cultivate human talent.


• Embrace performance improvement.


• Build greatness through accountability.


• Use information to improve and advance.


• Communicate clearly and continuously.

• 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.

• 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.

• Works in an office environment with potential exposure to physical, chemical, and biohazards.

• 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.