Surgery Scheduler

Description

Who Are We?

At Atlanta Women’s Healthcare Specialists, we’ve been redefining women’s healthcare since 2006! We brought together the Southeast’s top Board-Certified OB/GYNs to provide compassionate care that supports every stage of a woman’s life. Our team of experienced and dedicated physicians, some with over 30 years of expertise works across five unique medical practices, each with its own personality and culture. This means our patients can find the perfect provider and care team that truly fits their needs.

Our mission? To empower women with compassionate, personalized, and collaborative healthcare. We’re here to be Atlanta’s most trusted OB/GYN group, providing expert care with heart. If you’re passionate about making a difference in women’s lives, come join our team!

Why You’ll Love This Job

As our Surgery Scheduler, you’ll be the ultimate scheduling guru, making sure surgeries are booked seamlessly and efficiently. You’ll be the bridge between doctors, patients, and the operating room, ensuring that everything is set up for success. Your communication skills, attention to detail, and ability to juggle multiple tasks will be key in making the patient experience as smooth as possible.

Job Summary:

The Surgery Coordinator position is responsible for all surgery scheduling responsibilities in the division. This position prioritizes communication with the requesting physicians, documents patient interactions in the EMR, and efficiently schedules surgeries to maximize the division’s designated OR block time at Piedmont Atlanta Hospital. The Surgery Coordinator conducts all interactions in a manner that results in a positive patient experience and full patient understanding of their pre-op, surgery, and post-op scheduling.

Supervisory Responsibilities: None.

Reports to: Practice Administrator.

FLSA Status: Non-Exempt.

Essential Duties/Responsibilities:

• Promotes the mission, vision, and values of the organization.
• Conducts all interactions with patients, families and visitors with a positive, cheerful attitude.
• Acquires initial surgery scheduling requests from physicians.
• Coordinates with the practice financial coordinator to assess patient benefits and financial responsibilities.
• Contacts patients to assess surgery availability based on the practice’s OR block time, and documents the instance within the EMR. Works with patients and physicians to find surgery appointments that works best for all parties and maximize OR block time.
• Coordinates and schedules all surgeries so that the set OR block time is utilized in the most efficient manner.
• Posts surgeries with the Piedmont OR scheduling team.
• Contacts patients to verify surgery date/time, surgery check-in time, pre-op appointment date/time, financial coordinator appointments, etc., and documents these instances in the EMR.
• Coordinates and finalizes surgery scheduling within one week of receipt of the initial requests from physicians. Communicates to physicians in a timely and thorough manner if surgery scheduling is delayed for any reason.
• Initiates prior authorizations, as needed. The reference number must be documented is a prior authorization is initiated.
• Communicates with the requesting physician throughout the entire surgery scheduling process to provide updates and ask questions, as needed.
• Receives, answers, and resolves incoming calls and emails related to surgery coordination.
• Maintains established productivity levels for the department and performs other administrative tasks as assigned.

Requirements

Required Knowledge/Skills/Abilities:

• Knowledge of office policies and procedures to accurately answer questions from staff, physicians, and patients.
• Knowledge of administrative and clerical procedures and systems.
• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Knowledge and correct usage of medical terminology.
• Ability to navigate and effectively utilize the EMR. 
• Ability to research and analyze data, draw conclusions, and resolve issues; read, interpret, and apply policies, procedures, laws, and regulations.
• Ability to maintain confidentiality and professionalism.
• Ability to effectively and clearly communicate in writing, over the telephone, and in person with physicians, office staff, and patients.
• Ability to work as part of a team and promote a positive work environment.
• Ability to listen and understand information and ideas and adjust actions accordingly.
• Ability to comply with all facility policies, procedures and practices.
• Ability to follow directions/instructions from supervisor.
• Ability to read and interpret medical procedures and terminology. 
• Ability to exercise independent judgment. 
• Ability to maintain professional attire.
• Ability to complete continued education/training requirements.
• Ability to report to work on time and as scheduled.
• Ability to represent the organization in a positive and professional manner at all times.
• Ability to communicate the mission, ethics and goals of the organization.
• Ability to apply feedback, participate in performance improvement, and continuous quality improvement activities.
• Skilled in establishing and maintaining effective working relationships with other employees, patients, and the public.
• Skilled in reviewing health care delivery against established guidelines coupled with knowledge of severity of illnesses/severity of service review criteria.
• Skilled in organization, attention to detail, and task prioritization.
• Skilled in ability to exercise independent judgement and ability to proactively look for ways to help people.
• Skilled in using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Skilled in understanding patient needs to provide exceptional customer service.

Education and Experience:

• High school diploma or GED required, Associates degree or higher preferred.
• 2-3 years of demonstrated experience in healthcare financial counseling and/or medical surgery scheduling.
• Previous medical office experience preferred.

   Physical Requirements:

• Prolonged periods of sitting or standing at a desk and working on a computer in a stationary position. Must be able to remain in a stationary position for a prolonged period of time.
• Constantly operates a computer and other office machinery, such as a calculator, copy machine, computer printer.
• Must be able to lift up to 15 pounds at times and transport up to 15 pounds at a time over short distances.

Other Requirements:

• Flu vaccines required.
• Active CCMA or Registration required.
• Pre-employment background check, drug screening, and previous employment checks required.

Equal Opportunity Employer: Atlanta Women’s Healthcare Specialists is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, military or veteran status, gender, color or national origin in its employment practices.

Atlanta Women’s Healthcare Specialists participates in E-Verify to verify the authorization to work within the United States.

We conduct pre-employment drug screening and background checks in accordance with federal and state laws and regulations.