Manager of Referrals & Surgery Scheduling

Description

Position Overview: The Manager of Referral Management and Surgery Scheduling is responsible for overseeing the coordination of patient referrals and the scheduling of surgeries within the healthcare facility. This individual will lead a team responsible for managing referral processes, ensuring accurate and timely processing, and maintaining efficient scheduling of surgeries to optimize patient care and operational efficiency. The role requires a strong understanding of medical procedures, patient management systems, and coordination across departments.

Key Responsibilities:

· Referral Management:

o Supervise and manage the referral process for all patients, ensuring timely, accurate, and complete referrals to specialists or surgical teams.

o Work closely with physicians, specialists, and administrative staff to ensure that referrals are properly processed and communicated.

o Maintain detailed records of all referral activities, tracking the status of each referral from initiation to completion.

o Troubleshoot and resolve any issues or delays in the referral process, providing solutions as necessary.

o Ensure compliance with healthcare regulations, internal policies, and insurance requirements related to referrals.

o Monitor referral volumes and trends, providing feedback to leadership for process improvement.

· Surgery Scheduling:

o Oversee the scheduling of surgical procedures in the clinic setting.

o Collaborate with surgeons, surgical teams, and patients to coordinate surgery dates, times, and locations.

o Coordinate pre-surgical assessments, ensuring patients complete necessary pre-operative requirements before their scheduled procedures.

o Work between specialty departments to standardize standard work instructions.

o Manager and monitor pre-certification for the surgical procedures prior to the surgical case and train on insurance payer updates.

· Team Leadership & Staff Management:

o Supervise a team of referral coordinators and surgery schedulers, providing leadership, training, and professional development.

o Create and implement workflow standards to ensure that the referral and surgery scheduling processes are efficient, accurate, and patient-centered.

o Conduct regular performance evaluations for direct reports, providing feedback and addressing any performance issues.

o Promote effective communication and teamwork across departments, including with medical staff, administration, and support teams.

· Data Management and Reporting:

o Prepare and present regular reports to senior management on referral volume, scheduling performance, and any operational challenges.

o Utilize healthcare management software and data systems to track referrals, and scheduling trends.

· Process Improvement & Quality Control:

o Continuously assess and improve referral management and surgery scheduling workflows, identifying opportunities to enhance patient care and optimize operational efficiency.

o Stay updated on healthcare regulations and best practices in referral management and surgery scheduling.

o Lead or participate in projects aimed at improving the patient experience, reducing wait times, and enhancing process efficiency.

Working Conditions:

· Full-time position with standard office hours, with occasional evenings or weekends based on department needs.

· This role may require working in a fast-paced healthcare environment with constant interaction with patients, medical staff, and administration.

Qualifications

Qualifications:

· High School diploma with 5 years experience in leadership and areas of involvement required. Bachelor’s or Master's degree in healthcare administration, business management, or related field preferred. 

· Minimum of 3-5 years of experience in referral management, surgery scheduling, or a related healthcare administrative role.

· Strong leadership skills with a proven ability to manage teams and build cross-departmental relationships.

· In-depth knowledge of medical terminology, healthcare operations, and surgery scheduling practices.

· Familiarity with healthcare management software and scheduling systems.

· Excellent organizational, communication, and problem-solving skills.

· Ability to handle sensitive information with confidentiality and professionalism.

· Detail-oriented with a focus on accuracy and efficiency.