General Summary of Duties: Schedules patients for procedures and surgery and advises patients of surgical and financial preoperative requirements. Coordinates and schedules appointments for surgeries and procedures at the clinic, ambulatory surgery center or hospital.

Supervisor: Practice manager

Supervisory Responsibilities: None

Major Responsibilities/Tasks:

• Coordinate and schedule surgeries and procedures and follow-up appointments as designated by physicians according to established policies and procedures.
• Interact with patients, physicians and other staff within the office and at outside facilities providing accurate, timely and responsive information.
• Coordinate processes and timing as required to meet physician and facility requirements.
• Coordinate arrangements for surgical assistants, special equipment, and surgical materials.
• Schedule pre- operative testing as requested.
• Obtain authorization for surgery from the patient’s insurance company.
• Provide the patient with generic preoperative information sheets and advise patients of preoperative surgical and financial requirements.
• Submit patient clinical and financial information to the facility ensuring appropriate medical records release, if needed.
• Answer and screen telephone calls in a courteous manner.
• Obtain accurate information from patients and ensure all registration forms are complete.
• Communicate patient pre-payments requirements to the billing office.
• Provide information to patients regarding unpaid balances prior to procedure or surgery.
• File records in appropriate sections of patient EHR to keep patient charts in proper order.
• Review financial and clinical paperwork to assure completion before the scheduled procedure or surgery date.
• Maintain files and patient records in a confidential manner.
• Perform other related duties as directed or assigned.

EDUCATION: High school diploma or GED.

EXPERIENCE: Minimum of two years of administrative assistant experience in a medical office, including experience with insurance preauthorization .

Performance Requirements: Knowledge:

• Knowledge of clinic policies and procedures.
• Knowledge of medical terminology and insurance practices.
• Knowledge of computer programs and applications.
• Knowledge of grammar, spelling, and punctuation to type, review and edit reports, documentation and correspondence.
• Knowledge of CPT and ICD-10 coding.

Skills:

• Skill in operating office equipment
• Skill in handling paperwork and EHR.
• Skill in handling incoming phone calls and triaging appropriately.
• Skill in written and verbal communication.
• Skill in gathering, interpreting, and reporting insurance information.
• Skill in trouble-shooting insurance issues and resolving appropriately.

Abilities:

• Ability to effectively use EHR to communicate with physicians, staff and patients.
• Ability to work effectively as a team member with physicians and other staff.
• Ability to navigate EHR documentation to request surgical authorization.
• Ability to interpret and understand insurance benefits and reimbursement.
• Ability to flexibly respond to changing demands.
• Ability to organize and prioritize tasks effectively.
• Ability to communicate clearly.
• Ability to work with little supervision.
• Ability to establish and maintain effective working relationships with patients, employees, and the public.

Equipment Operated: Office machinery including computers, fax, calculator, and photocopier. Occasionally lift up to 20 pounds.

Work Environment: Work performed in an office environment. Involves frequent contact with staff and patients. May require working under stressful conditions.

Mental/Physical Requirements: Manual dexterity for office machine operation including computer and calculator; stooping, bending to handle files and supplies, mobility to complete deliveries, or sitting for extended periods of time. Stress can be triggered by multiple staff demands and deadlines.