Surgery Scheduling Coordinator - Charlottesville, United States - UVA Health

UVA Health
UVA Health
Verified Company
Charlottesville, United States

1 hour ago

Mark Lane

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Mark Lane

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Description

Enables streamlined access to care and is an integral part of the team providing excellence, innovation, and superlative quality in the care of our patients.

Responsible for creating and scheduling appointments, patient pre-registration, registration, insurance verification, coordination of benefits, and patient check-in/out.

Serves as a critical part of the care coordination team, and works directly with patients, providers, and the clinical team to efficiently coordinate, schedule, and communicate surgical cases and procedures.

Initiates the financial clearance process and advises patients regarding their financial liability including the need for co-payments, referral authorizations, and/or pre-service deposits.

Provides exceptional customer service through interactions with a wide variety of individuals including patients, family members, providers, and other members of the care team.


ESSENTIAL DUTIES AND RESPONSIBILITIES:


  • Locates order on the Depot and accurately schedules procedures in the proper Epic system such as OpTime, Cupid, or Radiant.
a. Scrubs case order for accuracy and completeness. Ensures diagnoses and procedure match. Review all OpTime case data for errors and ommissions.
b. Reconciles laterality issues such as missing laterality and mismatches on laterality between diagnosis and procedure.
c. Escalates case orders and laterality issues back to ordering provider for any needed corrections.
d. Orders special grafts and tissues as needed through coordination with vendors and the clinical team.
e. Places and/or moves case on scheduler grid called the Snapboard to correspond with time/room requirements.
f. Provides case duration estimates. This involves comparing historical averages with surgeon estimates and taking into account room turnover time and other factors.
g. Adds case information to additional databases such as Jamitron per departmental guidelines.
h. Ensures optimization of providers' schedule by promptly moving patients up if there are cancellations.
i. Reschedules surgical cases/procedures as needed and informs necessary parties about changes to schedule.
j. Schedules complex joint surgical cases as needed.
k. Recommends the necessary/appropriate doctor preference cards and supply picklists for each case.

  • Schedules appointments to the correct provider including all appropriate information and coordinates appointments on the same day when available.
a. Uses advanced knowledge of Access tools and workflows to serve as an integral part of the care coordination team.
b. Responsible for utilizing decision based tools to facilitate securing the right appointment with the right medical provider or team.
c. Schedules Pre-Op and Post-Op appointments within correct time frames and coordinates/confirms with patient.
e.

Appointments are made appropriately and correctly, including right patient, to right provider, right amount of time, right type of visit, right information, and using the right process.

f. Facilitates health care team discussions about complex patient scheduling needs. Responsible for scheduling multi-specialty patient appointments efficiently. Takes ownership for resolving scheduling conflicts and communicates with management team and care providers to resolve scheduling issues.
g. Requests and/or sends records to Health Information Services in a timely manner.
h. Obtains required insurance information and loads or verifies for each appointment scheduled.
i. Accurately completes required tasks and fields in pre-registration.
j. Investigates referring provider or patient concerns when complaints are brought forward.

  • Demonstrates the skills of effective communication, decision-making and organization to ensure efficient job performance and job success.
a.

Educates patients on pre-surgery/procedure requirements and what to expect on the day of the surgery/procedure based on information provided by the clinical care team to increase understanding and alleviate anxiety.

Appropriately escalates clinical questions. Refers patients to the Pre-Evaluation Testing Center (PETC) as needed.
b.

Communicates vital changes to the surgical/procedural schedule such as Add-on Same Day Surgeries using appropriate communication pathways to all impacted parties including but not limited to the OR Scheduling Team.

c.

Manages the provider calendar by capturing and communicating out of office dates and releasing OR time for use by another provider.

d. Daily work is accomplished with mínimal direct supervision.
e. Work priorities are set in order to accomplish tasks/goals.
f. Confidential matters are handled appropriately.
g. Familiarity with current ICD-10 and CPT codes is demonstrated.
h.

Communication with department billing staff is accomplished in a timely manner to ensure accurate pre-certification/authorization information is aligned with accurate billing of services.

i. Comprehension of insurance data, benefits, in/out of network issues, notification requirements, pre-deter
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