SCHEDULING COORDINATOR

Job Summary: Manages all clerical duties relative to the peri-operative visit.

Essential Functions of the Position:

• Prepares charts prior to visit.
  • Chooses appropriate blank medical record packet, specific to the surgery/procedure to be performed (Tampa & ZH)
  • Ensures every chart contains the necessary medical record chart documents and/or billing sheets by locating/printing required documents from company-wide medical records software system (required documents may vary per location, obtain list of document from supervisor for each location)
  • Stickers each page of medical record with patient ID label neatly and appropriately.
  • Files paperwork into correct, divided sections of binder several days in advance of procedure. (Tampa & ZH)
  • Ensures nursing staff have all charts ready and available for preoperative contact the morning prior to scheduled procedure/surgery.
• Enters patient information into ASC scheduling software system in timely fashion.
  • Prints schedule from company-wide electronic scheduling system and enters information as provided on booking sheet.
  • Schedules procedure/surgery in appropriate timeslot as required per physician block, procedure type, etc.
  • Removes no shows and cancelled appointments by end of each business day.
  • Enters case history after completion of procedure (Tampa & ZH only)
• Monitors schedule daily for add-ons and cancellations, making new charts accordingly.
• Verifies authorizations for upcoming procedures have been obtained by physician offices.
• Communicates effectively with physician office scheduling staff for any outstanding paperwork / requirements.
• Assists with insurance verification, copay determination and collection. (New Tampa only)
• Flags chart for Check In staff of any outstanding requirements the afternoon prior to scheduled procedure.
• Creates appointments in Intergy for any liver biopsy or bronchoscopy cases, as informed by physician office (ZH only).
• Enters/confirms AHCA codes for race, ethnicity and insurer. Confirms SS# existence or formatted properly.
• Reviews encounter forms for completeness and accuracy. Submits to FMC CBO daily. Resolves inquiries from billing departments in timely fashion. (Tampa & ZH)
• Breaks charts down from binders and sequences in proper order in preparation for scanning. (Tampa & ZH)
• Maintains the Front Office area.
  • Answers telephone courteously and in a quiet, pleasant voice
  • Accepts and relays messages in an effective manner (telephone and fax)
  • Maintains order and cleanliness of front office and work area
  • Orders toner for printer or copier, as needed. Enters work orders for printer/copier repairs.
  • Responds to inquires from patients and family members in waiting room, notifies family members of discharge status as requested by nursing staff

Additional Responsibilities:

• Performs other incidental and related duties as required and assigned, including assisting with Check In/Admitting Coordinator duties as needed.
• Maintains all required regulatory training and participates in mandatory drills and staff meetings
• Follow all department policies