Description

SUMMARY

The surgery coordinator manages the scheduling of patients and all related procedures for a successful surgical procedure. The ultimate function and goal of the surgery coordinator is to ensure that the pre-surgical process is accurately completed within the established time parameters while maintaining effective communication and serve as the liaison between the surgeon, the patient, surgery center, billing representative and all other health care professionals involved in the process. The services of a surgery coordinator are vital to the success of the surgeon’s practice.

ESSENTIAL FUNCTIONS

• Schedule surgery and post-operative appointments for surgical patients in the Compulink system. Review patient’s Ascan or Life Style questionnaires as appropriate depending on surgical procedure. Schedule special pre-surgical tests per surgeon’s protocol and/or request.
• Regularly monitor the surgeon's schedule to ensure there are no overlapping appointments or overbooking.
• Meet with the patient (and or family member/care giver/support person) for the pre-surgical counseling to discuss and sign all pre-surgical procedure consents, surgical facility information, provide written pre-and post-operative instructions (review Do’s & Don’ts), answer questions and prepare patient for the surgery procedure.
• Explain the difference, advantage & disadvantage of Traditional vs. Advanced Intraocular Lens (i.e. Toric vs Multifocal) as well as explain the difference and advantage between Basic/Manual and Laser/Femtosecond cataract surgery per surgeon’s recommendation. Provide patient with written information about their choices and financial responsibility for the different packages. If the patient has chosen an Advanced IOL (per surgeon’s recommendation), the appropriate forms will be discussed and signed (ABN) as well as the collection of payment according to Cash Handling policy and procedure.
• Provide patient with the appropriate prescriptions and instructions for the antibiotic, anti-inflammatory (Steroid base or NSAID) or Semi-Dropless eye drops/ointment to be used pre-and/or post operatively, as applicable, depending on the procedure and patient’s allergies or individual circumstances. E-scribe or provide paper prescription(s) as appropriate per policy and procedure and as approved by surgeon.
• Contact Insurance carriers for pre-authorization & benefits. Understand procedure codes and ICD-10 codes; maintain communication with the billing representative to ensure accuracy. Complete forms and request pre-authorization for specific procedures as needed (such as: BULB, VA cases) and follow up.
• Complete all surgical/laser procedure forms in a timely manner and send to the surgery center per requested timelines. Ensure the surgeon has signed the forms required and he/she has made an intraocular lens selection, if needed, for the surgery center to have the lens available on surgery day.
• Patients who need immediate scheduling, per surgeon, must be fitted into the next available surgery day or contact surgery center to arrange for surgery procedure that day, according to the surgeon’s direction and information. Ensure all pertinent paperwork & insurance process is completed prior to the patient’s arrival at the surgery center.
• If General Anesthesia or clearance(s) are required, per surgeon or facility, follow the anesthesia and/or clearance facility protocol. Follow up with patient and patient’s primary care physician or specialist (i.e. Cardiologist or Pediatrician) to obtain forms. Provide patient the “History and Physical” form to be completed as per facility guidelines/time frames and follow up. Provide copies to the surgery center and scan into the patient’s file.
• Prepare a Master surgery schedule (in the excel program) for each surgery day including the following information: list of patient’s names in the appropriate order, account number, surgical procedure to be performed, special comments, Pre-authorization numbers, insurance name, first post-operative appointment day & time and patient’s phone number, lens selection, as requested by surgeon or facility. Send or fax a copy to the surgery center, the billing office representative and one for the surgeon. Compare the Master surgery list with the final surgery center schedule list received from the surgery center and ensure accuracy or contact the surgery center directly to do a verbal check of the list to ensure accuracy & clarify differences (process depends on the facility).
• Travel to other company office sites to perform all surgery coordination duties with the patients in that office/area as needed and requested by supervisor.
• Understand and complete the documentation and criteria requirements for the surgical procedures. Understand requirements and criteria for any pre-surgical special tests such as: Ascan, Visual Acuity, Brightness Acuity Test, B-Scan and Visual Field and request from techs to follow proper standards to ensure the best reimbursement.
• Re-schedule and/or cancel surgery and post-operative patient’s appointments or special test(s) as needed or requested by surgeon or patient, using the Compulink system. Communicate cancellations to surgery center, billing representative and appropriate personnel, as needed.
• Return patient’s phone calls and messages within 24 hours.
• Maintain open and effective lines of communication with surgery department director, surgeon, team members, facility staff, health care professionals, patients and or support system involved in the process of the patient care for the scheduled surgery procedure and following PHI regulations, per office policy and procedures.
• Prepare and assemble all surgery patient’s information and surgeon’s book in the surgeon’s binder per department’s protocol, surgeon’s needs or requests and have it ready for surgeon within timelines. Include surgeon’s loupes, if needed.
• Inform supervisor of the need to reorder surgery counseling supplies such as CAT Bags, sunglasses, tape, etc. Ensure proper supply of forms, packets, dividers, brochures, business cards and any other supply needed for the pre-surgical process.
• Maintain communication with front desk personnel and surgery center staff when surgical schedule changes or special circumstances occur and keep doctor surgery schedule up to date.
• Maintain good communication with the different vendor representatives for surgery equipment, eye drops or supplies.
• Must comply with HIPAA, OSHA Regulations and company confidentiality policies and procedures.
• Perform other related duties as requested by supervisor or surgeon.

KNOWLEDGE, SKILLS & ABILITIES

• Must have organizational skills and be able to multitask.
• A coordinator must have a friendly demeanor, work as a team member and treat patients and co-workers with respect.
• The role requires someone with attention to detail and excellent written and verbal communication skills.
• Computer skills are necessary for scheduling using Compulink calendar feature, excel or any other software required.
• This type of job may be stressful because of its varied requirements and time constraints; you must be dedicated to patient care to enjoy it!

Requirements

MINIMUM QUALIFICATIONS

• High school diploma or equivalent
• Excellent interpersonal communication skills
• Ability to work independently and demonstrate initiative and flexibility within a team environment

ENVIRONMENT: Primarily a temperature-controlled facility.

• Work may require prolonged standing, some bending, stooping, and stretching.
• Requires eye-hand coordination and manual dexterity sufficient to operate clinical testing equipment, a keyboard, mouse, and standard office equipment.
• Requires normal range of hearing and eyesight to communicate in person, by phone, or over video.
• Requires occasional lifting of papers or boxes up to 30 pounds.
• Position may require travel by company-provided car.

ESSENTIAL PHYSICAL TASKS

• Sight – sufficient to read physical documents, and images on a computer monitor
• Smell – sufficient to discern smoke/something burning, and other odors
• Hear – sufficient to hold face-to-face/telephone/video call conversations, and to discern other ambient noises
• Touch – sufficient to operate a keyboard, mouse, other standard office equipment, and writing implements
• Physical ability/strength – sufficient to lift, twist, turn, reach, climb, kneel, squat, sit, walk, stand, bend as needed throughout a standard shift

OTHER DUTIES This job description does not comprise a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.