Surgical Services Coordinator

The Surgical Services Coordinator assists in optimizing customer service, managing the OR department, and ensuring efficient work flow. Their responsibilities include general clerical work, managing the telephone, managing the OR schedule, scheduling meetings, orienting new employees for department, managing supplies, coordinating with the prior authorization team, and any other tasks/projects requested by the Surgical Services director.

Job Description:

• Manages and coordinates telephone communications. Telephone communications with the public requires a high level of customer service skills.
• Maintains a proactive response in assisting patient, visitor, and staff requests for information, care and services.
• Promptly responds to any inquiries and conveys a professional, caring attitude and willingness to solve problems, answer questions and relay information. Use de-escalation techniques when needed.
• Maintain HIPAA, Idaho State and other regulatory compliance for patient safety, confidentiality and timely care and services.
• Maintain patient computer profile and other data updates for clinical reference and billing requirements.
• Maintain a clean, organized workstation. Keep supplies and equipment in working order. This includes computers, printers, and telephones. Troubleshoot basic functions of computers, printers, etc. Contact IT department as needed and per therapists’ request.
• Assemble and photocopy patient records as needed. Assure all records are identified. Deliver copies of records to HIM for them to release to the requesting parties.
• Work in collaboration with team members to manage surges in patient volume and variances in the workload.
• Check supply and linen levels, replenish as needed. Request supplies from Materials Management using ENVI system or written form. Make copy of request to keep in office for reference.
• Create new patient charts.
• Assist staff as needed, orient new staff.
• Assign proper billing codes to encounters for each month and correct any errors.
• Track patient visit counts and authorized dates of service.
• Work with insurance companies for additional visits or expanded dates of service as needed.
• Prior authorize insurance for therapy services.
• Track productivity and cancellations and no shows.
• Track referrals per provider.
• Introduce new staff to the facility and other departments on their first day.
• Manage provider schedules.
• Manage daily statistics for outpatients and inpatients.
• Track monthly statistics for productivity and patient volumes.
• Create daily inpatient schedules.
• Call and schedule new patients as orders are received.
• Assign new patient evaluations to appropriate providers according to referral type and discipline.
• Call patients the day before their evaluation to remind them of their appointment.
• Provide appropriate handouts to patients on the date of evaluation.
• Manage operations while the director is out of the office.
• Provide the billing office with patients’ dates of discharge.
• Assist the director in operations.
• Other duties as assigned