Ent Surgery Scheduler

Allergy & ENT Associates is looking for an ENT Surgery Scheduler at our Central Admin Office!

What are we about?

As a multi-state, physician-led team of specialized providers and dedicated staff, we are focused on enhancing the well-being of our patients living with allergy, asthma, and sinus conditions. Our mission is simple: to empower individuals to embrace life to the fullest through personalized, comprehensive, and compassionate healthcare.

Address: 10847 Kuykendahl Road, Suite 100

The Woodlands, Texas 77382

Benefits

Health Insurance

Dental & Vision Insurance

401K

Life insurance

PTO & Holidays

Short- & Long-Term Disability

Position Summary

This position is dedicated to handling patient referrals from outside sources via call, fax or email. Responsible for all surgical scheduling, pre-certification and communication with patients, facilities and offices. Works with management and staff members in a spirit of cooperation and teamwork. Supports the goals and objectives of Allergy & ENT Associates.

Essential Duties & Responsibilities

• Schedules office, ASC and hospital based medical procedures/surgeries for patients with appropriate provider and time/location slot, utilizing appropriate scheduling code. Must ensure provide time is utilized to maximum efficiency.
• Interfaces with appropriate vendor staff to ensure all necessary equipment will be on site for office and hospital based procedures, including scheduling with contracted anesthesia groups if in-house.
• Interfaces with appropriate hospital staff to ensure a cohesive working relationship in providing patient care services
• Confirms patient’s insurance information and obtains prior authorization. Understands medical necessity criteria and able to communicate with pre-cert departments. Pre-cert request or pre-determination via electronic submission or as per payer preference.
• Collects patient’s estimated OOP prior to surgery.
• Enters notes/special instructions needed for scheduling in the electronic medical record.
• Completes accurate documentation of all conversations with patients regarding procedure/surgery
• Provides accurate, detailed information to patients regarding scheduled arrival, and any other directional information needed; takes appropriate action in responding to questions from patients.
• Works with office locations to coordinate surgeon’s schedule and ensure all pre-op procedures are completed, including surgical chart/packet.
• Dedicated to handling referrals for all 16 clinics
• Referrals are addressed within 3 business hours
• Call patients, handle insurance authorizations, schedule appointments, obtain all necessary demographic information, and manage registration updates
• Stays in touch with patients to ensure they complete their referrals
• When a patient does not want to complete the referral, the referring physician’s office is notified to follow up with the patient
• Direct patients to providers that are in-network
• Enter referral orders or requests accurately and completely
• Identify and prioritize urgent referrals
• Manage prerequisite testing and information requests across a specialty
• Define appointment types used to schedule referrals
• Run EPM reports to self-audit completed work
• Communication results/following up with the referring provider
• Inform Director of Business Development of “new referring physicians”
• Clear concise professional communication with patients, peers, facilities, etc.
• Assists other members of the department as needed.
• Other duties as assigned by management
  
  

Qualifications

EDUCATION AND EXPERIENCE

• High school graduate or equivalent
• 2 years of related experience preferred; related education can be substituted for experience
• Knowledge of health insurance
• Knowledge of medical terminology, HMO, PPO, medical insurance industry and general clerical procedures.
• Ability to operate a multi-line telephone system.
• Must be self-directed and able to work independently
• Attention to detail and focus a must
• Professional, calm and courteous demeanor
• Excellent verbal and written communication skills
  
  

Computer Skills

• Proficient computer skills and 10-key by touch
• Nextgen EMR a plus
  
  

Knowledge, Skills, Abilities

• Safety and Confidentiality - Follows OSHA regulations and the safety guidelines of the Practice. Follows HIPAA policies and procedures. Respects and maintains patient confidentiality.
• Organization — Uses time efficiently by prioritizing and planning work activities; is m ethodical and efficient in structuring tasks to be accomplished.
• Professional Maturity — The ability to separate emotional feelings from the real issues at hand. The ability to legitimately and objectively challenge the substance of our beliefs and biases of our observations.
• Time Management — Managing one's own time and the time of others; the ability to shift back and forth between two or more activities or sources of information (such as speech, sounds, touch, or other sources).
• Active Listening — Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Interpersonal Communication — Writes and speaks effectively based on the psychological, relational, situation, environmental and cultural dynamics within the situation
• Communication — The ability to write and speak effectively using appropriate convention based on the situation; actively listens to others, asks questions to verify understanding, and uses tact and consideration when delivering feedback to others.
  
  

Physical Demands

• Physical Activity Level : Sedentary physical activity performing non-strenuous daily activities of an administrative nature
• Physical Demands : Exerting up to 10 pounds of force occasionally to lift, carry, pull, or otherwise move objects; Substantial movements (motion) of the wrist, hands, and/or fingers in a repetitive manner
  
  

Work Environment

Well-lighted, heated and/or air-conditioned indoor office setting with adequate ventilation; Moderate noise (examples: business office with computers and printers, light traffic), daily stair climbing; Typical schedule is Monday through Friday with regular working hours; Occasional overtime may be required.