Surgery Scheduling Coordinator

Job Title: Surgical Scheduler Coordinator

Job Description

Organizational Profile

Founded in 1991, IBJI is the largest orthopedic group practice in Illinois. With more than 150 physicians in every orthopedic specialty, IBJI offers care for adults and children from some of the most accomplished and respected orthopedists in the country. Serving northern Illinois and northwest Indiana with over 100 locations, IBJI makes it easy to access care. Our headquarters is in Park Ridge, Illinois, a northwest suburb of Chicago. Our clinical services include advanced MRI imaging, pain management, non-surgical and surgical treatment plans, rheumatology, physical therapy, occupational therapy, wellness, and sports training. Ortho Access walk-in clinics provide same day care for orthopedic injuries. Beginning in 2021, IBJI expanded its clinical model to include eight outpatient ambulatory surgery centers that serve as an alternative to the traditional hospital model, enabling physicians, therapists and staff to work closely together to achieve better patient outcomes and convenience. Comprehensive care offered all in one place enables physicians, therapists and staff to work closely together, so that patients and families achieve better outcomes. Collaborative care is also more efficient. In many cases, IBJI services are substantially less expensive than those provided by large healthcare systems and emergency rooms.

Summary

Responsible for coordinating and scheduling surgeries and pre-operative testing while serving as the primary liaison between physicians, patients, hospitals, surgery centers, and external physician offices to ensure efficient communication and a seamless surgical scheduling process.

Responsibilities

• Receives instructions/order from physicians about which surgery or test is recommended
• Obtains precertification/preauthorization from insurance companies prior to surgery for each procedure, using an online application or by contacting insurer via the telephone
• Verifies patient eligibility and coverage for the procedure using an online application or the telephone; if patient is not eligible on date of service, or procedure is not a covered benefit, communicates this to patients
• Works in collaboration with the billing liaison, who counsels patients pre-operatively regarding their potential financial obligations, and provides information about patient insurance coverage
• Discusses pre-operative instructions with the patient, as directed by physicians
• Works in collaboration with the billing liaison who will assist patients with setting up payment plans, and collects pre-surgical deposits
• Schedules operating room time, according to physician scheduling protocols and as per facility protocol
• Schedules all appropriate pre-operative tests and blood work as directed by the physicians; communicates results to patients after consulting with physician and documents in EHR chart
• Communicates with primary care physician relative to medical clearance visits that are required prior to the surgical procedure and verifies that this is received along with test results prior to the surgical procedure
• Coordinates all business and clinical paperwork prior to surgery, using physician-approved forms and checklists; has paperwork ready for surgeon prior to the day of surgery

Other Duties

• Responds to written and telephone inquiries from patient and carriers regarding planned surgeries
• Maintains communication among the physician, patient, insurance company and hospital at all times
• Maintains patient confidentiality; complies with HIPAA and compliance guidelines established by the practice
• Maintains detailed knowledge of practice management, EHR, and other computer software as it relates to job functions
• Attends continuing education courses as requested
• Attends all regular staff meetings
• Completes all other duties as assigned by the Practice Manager or Physicians
• Maintain a clean and safe work environment
• Other duties as assigned

Requirements

Education

• High school diploma required or equivalent
• College education or trade school preferred

Certifications/Licensure

• Not applicable

Experience

• One year medical office experience

Technical Skills

• Proficient in using email and internet-based applications
• Knowledge of practice management software and Electronic Health Record (EHR) systems
• Ability to accurately enter and maintain data within EHR systems

Soft Skills

• Ability to multitask and manage diverse responsibilities simultaneously
• Maintains a neat and professional appearance
• Strong written and verbal communication skills
• Positive, friendly, and professional attitude

Physical Requirements

• Stand or sit for extended periods of time

This description is intended to provide only basic guidelines for meeting job requirements. Duties and responsibilities, experience, qualifications, skills, supervisory relationship, physical/mental demands, and environmental/ working conditions may change as needs evolve.

Base salary offers for this position may vary based on factors such as location, skills and relevant experience. We offer the following benefits to those who are benefit eligible (30+ hours a week): medical, dental, vision, life and AD&D insurance, long and short term disability, 401k program with company match and profit sharing, wellness program, health savings accounts, flexible savings accounts, ID protection plan and accident, critical illness and hospital benefits. In addition, we offer paid holidays and paid time off.

Illinois Bone and Joint Institute, LLC is an equal opportunity employer. All employment decisions are based on qualifications, merit, and business need, without regard to race, color, religion, age, sex, national origin, disability status, military or veteran status, sexual orientation, gender identity and expression, or any other characteristic protected by federal, state or local laws. This policy applies to recruitment and placement, promotion, training, transfer, retention, rate of pay and all other terms and conditions of employment