Surgery Scheduler

It is our goal to provide the finest Orthopaedic care possible, and to represent Arrowhead Orthopaedics in the most professional manner possible. This philosophy requires that all office staff and providers be sensitive and responsive to patients’ needs and preferences, the physicians’ needs and the needs of all the stakeholders we interface with on a daily basis. To ensure that we hire and retain the quality of staff needed for maintaining the highest standards of customer service, we have adopted the following job description for this position.

The position requires that the employee be available forty hours per week and be willing to maintain a flexible schedule that results in efficient and timely service. The employee however, will be expected to work no more than five days per week.Many of the responsibilities require that the employee has a working knowledge of computers and the ability to learn the proper use of the programs utilized in this office, or those which may be necessary to meet the needs of the practice. The hours, pay scale, and benefits will be defined as shall be agreed to.

RESPONSIBILITIES:

Under the supervision of the ARMC Clinic PA and COO, the Surgery Scheduler shall provide the clerical support and follow up necessary for obtaining the necessary authorizations and the proper scheduling of indicated surgeries at Arrowhead Regional Medical Center. Work is primarily performed in the Ortho Clinic at ARMC. The duties of the Surgery Scheduler are of high volume, and the quality of duties performed is needed to be at a high level. The employee will come into contact on a daily basis with confidential communication and material pertaining to patients, physicians, residents, and administrators. The Surgery Scheduler must be able to handle this information with the highest degree of privacy, discretion, and professionalism. The Surgery Scheduler is responsible for accomplishing the duties set forth below:

General Clerical Activities (There may be other duties required of this position not listed below):

1. Answer and return phone calls to patients inquiring about their upcoming surgeries.

2. Schedule H&P visits, EKG’s, and other medical clearance items.

3. Schedule elective and urgent surgeries.

4. Maintain urgent, daily, and elective surgery logs for department.

5. Perform other responsibilities as may be called on by the ARMC Clinic PA and/or COO.

6. Verify patient demographics, insurance information, and pertinent medical history during the scheduling process

7. Provide basic pre-operative information/instructions to surgical patients appropriate to the type of surgery that is scheduled

8. Understand pre-certification requirements for Medicare and commercial payers, and assist patients in meeting those requirements

9. Responsible for contacting insurance carriers to obtain surgical pre-certification when indicated.

10. Responsible for all record keeping and paperwork associated with the patient’s surgery

11. Receive and process all changes to the schedule and notify the surgical scheduling department of any changes

12. Properly greet each patient with a professional and pleasant attitude

13. Understand and adhere to all HIPAA regulations regarding patient confidentiality and recordkeeping

14. Continually follow up with insurance companies until prior authorizations are obtained

15. Respond to patient calls and messages in a timely manner

16. Regularly check voice mail and respond before the close of business day unless it requires immediate attention

17. Other duties that may be inclusive, but not listed in the job description

RELATIONSHIPS:

The Surgery Scheduler should observe and conduct the following relationships:

1. The employee shall be responsible directly to the ARMC Clinic PA and COO. The employee shall report to the ARMC Clinic PA and COO his/her assignees any progress, reports, requests, concerns, problems, and/or expectations in relation to the responsibilities of the position. Such communication may be verbal or written as deemed necessary by the employee or as directed by the ARMC Clinic PA, COO or his/her assignee.
2. The employee shall interact with other office and clinical staff in the Practice. Such interactions should be collegial, professional, and contributing to the safety and pleasantness of the work environment at Arrowhead Orthopaedics.
3. The employee shall interact with current and prospective residents; attorneys and their respective offices and representatives; and hospital employees. Such communication should always reflect the total commitment of the office to quality care and customer satisfaction.

This job description in no way states or implies that these are the only duties to be performed by this employee. The Surgery Scheduler will be required to follow any other instructions and to perform any other related duties as assigned by the supervisor and his/her assignees. Arrowhead Orthopaedics reserves the right to update, revise or change this job description and related duties at any time.

 Performance Requirements:

• To perform this job successfully, an individual must be able to perform satisfactorily job duties, demonstrate excellent work habits, deliver superior service, and exhibit the highest degree of professionalism.
• Employ positive communication skills and exercise professional interpersonal abilities (tack, diplomacy, and respect) with patients and co-workers always.
• Maintain a high degree of professionalism in the workplace, including appearance, communication, attendance, reliability, and teamwork.
• Maintain a high level of organization, including an orderly and neat work area and excellent time management skills, leading to the highest level of productivity.
• Demonstrate a desire to succeed and willingness to help others succeed.
• Demonstrate support and comply with all Safety program elements including adherence to policies, exercise of safe work practices, participation in training, use of protective equipment, and reporting all safety concerns, hazards, and non-compliant practices.
• Serve as an employee for Arrowhead Orthaepedics, following the code of conduct, displaying the highest level of ethics and integrity in action, thoughts and conduct.

Skill and Education Requirements: 

• High school diploma or equivalence required.
• Ability to type a minimum of 40 words per minute.
• Proficient in operating a computer, scanner, and other office equipment.
• Working knowledge of Microsoft Outlook and other healthcare-related software applications.
• Strong telephone etiquette and customer service skills.
• Excellent verbal and written communication skills with patients, providers, and staff.
• Ability to multitask, prioritize responsibilities, and work effectively in a fast-paced, high-stress environment.
• Strong organizational, leadership, and team coordination abilities.
• Ability to maintain patient confidentiality and comply with HIPAA regulations.
• Attention to detail and accuracy in documentation and recordkeeping.
• Demonstrated experience assisting providers with patient care, procedures, and clinical documentation.
• Skill in operating a computer as well as software programs including Microsoft Word, Excel, and preferably Outlook and EPIC (hospital database).
• Must be knowledgeable in basic medical terminology.
• Must be Bilingual in English and Spanish.

Typical Physical Demands:

1. Requires sitting and walking, with daily occasional stooping, reaching, and bending.
2. Occasional lifting up to thirty pounds.
3. Hearing must be in the normal range for telephone and personal communication.
4. Requires manual dexterity sufficient to operate keyboards and other office equipment. 

Certificates, pre-employment requirements:

• Required to submit and obtain a negative result in the pre-employment drug screening.
• Ability to pass a background check.

E-Verify Participation Notice

AO is an E-Verify employer. Candidates must be legally authorized to work in the United States. Employment eligibility will be verified in accordance with applicable federal requirements.