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Penn Medicine, University of Pennsylvania Health System · 2 months ago

Surgical Services Coordinator - Surg Outpt Clinic

Philadelphia, PA

Full-time

Onsite

Senior Level

5+ years exp

Penn Medicine is a leading academic medical center dedicated to providing high-quality patient care, innovative research, and education. The Surgical Services Coordinator assists in maintaining patient focus, supports care delivery, and oversees daily operations in the surgical services department, ensuring patient satisfaction and operational targets are met.

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Responsibilities

Independently owns, prioritizes and initiates implementation of assigned work functions

Serves a point of escalation for Surgical Services team as needed

Participates in and supports select projects to be determined by leadership

Evaluates and manages workload distribution of the Surgical Services staff where applicable

May assist with recruitment, onboarding, performance evaluations and performance management of Surgical Services staff per practice needs

Greets, screens, schedules and directs patients in a prompt, positive, pleasant, and helpful manner at all times even in the most adverse circumstances; acts as primary point of contact for assigned patients

Retrieve and process incoming medical records/images, ensure scanning and physician review is completed. Ensure diagnostic testing and other evaluations are completed before visit

Assists attending physician and/or APP with patient relations and scheduling during outpatient office hours including traveling to clinic location when necessary

Provides coverage for practice team members during absences and/or staffing shortages

Schedules required procedures and OR for patients at attending physician’s direction

Coordinates all procedures that need to occur prior to scheduling surgery, including but not limited to the scheduling of ancillary tests, pre-operative testing, obtaining x-rays, scans, MRIs, lab results, EKGs for completion of pre-op packages

Responsible for the timely submission and posting of operative cases to the OR grid, accuracy of information and correct forms completed and signed

Process medication refill request, triaging to appropriate staff

Coordinates and schedules cases with medical equipment representatives as required in the OR

Communicates underutilization of OR block time in a timely manner to manager for appropriate redistribution

Answer and screen all phone calls; responds to patient inquires and/or problems in timely fashion or takes appropriate messages/delegate to appropriate staff

Maintain multiple calendars/schedules, surgery schedule, office hours and meetings

Schedule travel and lodging for physician as well as completing submission of expenses for travel, subscriptions, memberships and books for re-imbursements in a timely fashion

Complete prior authorizations for medications

Complete medical record request

Create/Edit and distribute letters per attending physician direction

Contributes in the design of practice operational changes by partnering with operations team

Trains and mentors new staff members; provides guidance on challenging scheduling issues prior to management escalation

Contributes to development of scheduling questionnaires and/or scheduling protocols

Valued as subject matter expert in surgical specialty assigned; ability to triage patients to more appropriate physician when necessary

Valued as subject matter expert in specialized clinical program requirements and/or multiple surgical specialties that require coordination among teams to perform joint cases that all operative reports and encounter forms are turned in for billing within the designated timeframes

Takes on special assignments as required

Proficient in the use of all systems necessary for practice operations

Ensure that all operative reports and encounter forms are turned in for billing within the designated timeframes

Maintains comprehensive knowledge of reimbursement coverage from third party payers, managed care plans and protocols for referrals

Coordinates care for patients across other divisional/departmental locations by scheduling necessary follow up appointments for specialized clinical program and/or additional specialty requirements including psychiatry, radiology, pulmonary, etc as needed

Collaborates with other surgical care teams to schedule complex joint cases across multiple surgical specialties as needed

Reviews required patient population specific intake documents to ensure necessary pre-testing in multiple medical specialties has been completed and received prior to initial outpatient consult as needed

Monitors the progress of patient completing all required testing and imaging to meet special clinical program or multiple specialty requirements from scheduling initial outpatient consult through surgery as needed

Ensures that patients adhere to clinically recommended timelines for meeting specialized clinical program and/or specialty specific care goals; coordinates the rescheduling and resetting of timelines if patient progress is non-compliant as needed

Contributes to development of scheduling questionnaires and/or scheduling protocols

Maintains comprehensive knowledge of reimbursement coverage from third party payers, managed care plans and protocols for referrals

Qualification

Surgical schedulingPatient coordinationMedical billing knowledgeCustomer serviceMedical office experienceCommunication skillsTeam collaborationProblem-solving

Required

H.S. Diploma/GED (Required)

5+ years Medical office experience, or 5 years of customer service experience

Related clinical office experience required

Prior customer service or insurance verification experience in a healthcare setting preferred

A degree (Associate's, Bachelor's, Master's) may be considered in lieu of experience

Benefits

Comprehensive compensation and benefits program

Prepaid tuition assistance programs

Company

Penn Medicine, University of Pennsylvania Health System

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Penn Medicine is a world leader in academic medicine, setting the standard for cutting-edge research, compassionate patient care, and the education of future health care professionals.

Founded in 1765

Philadelphia, Pennsylvania, USA

10001+ employees