As part of Tufts Medical Center, the New England Eye Center is a local, national, and international referral and consultation facility, providing the most current and comprehensive services in tertiary care ophthalmology. It is a complete clinical and technical center for the testing and treatment of all types of eye diseases and visual problems. The New England Eye Center services patients in an attentive private practice environment. In addition to our satellite locations throughout Eastern Massachusetts, we occupy a 45,000 square-foot clinical center conveniently situated in the Theatre District of Boston. The center is designed to meet the technical and professional needs of a sophisticated clinical, research, and education facility, but is customized for the comfort of the patient. Our professional and support staff provide patients with not only the best technical care but also compassion, reassurance, and friendly assistance.
Job Description
This position monitors and coordinates all surgical scheduling functions for the department, including answering patient inquiries, initial patient interviews, scheduling and facilitating surgical dates with patients and families or other support systems as noted, assuring surgeon preferences regarding surgical sites, assistants, processes and any additional materials necessary to properly support specific resources. The surgical coordinator provides complete pre-op surgical packets to the proper surgical location, assuring that surgeries may proceed as scheduled and assists the surgical biller with accurate and timely coding and billing information. Establishes systems to monitor and track department surgical functions and acts as a liaison between the department and, other Tufts Medical Center departments and external organizations.
PRINCIPAL DUTIES AND ESSENTIAL FUNCTIONS:
Coordinates scheduling of the surgical sites and appointments for all physicians associated with a specific location in the department to achieve maximum utilization while adhering to Medical Center standards and regulations.
Conducts patient interviews to accurately document a patient’s status pre-operatively.
Make necessary arrangements to qualify patients for surgery. Coordinates all pre-op tests
and surgical procedures. Inform patients of necessary pre-operative guidelines. Forwards information packets to patients. Responds to any last minute questions the patients may have prior to surgery.
Gathers all information obtained during the patient’s pre-op stages. Ensures that the patient may proceed with the scheduled procedure by communicating directly with the patient’s primary care physician in order to obtain pre-operative clearance.
Generates all information obtained during the patient’s pre-op stages and submits a completed pre-operative surgical package to the surgical facility as directed by that facility, thus insuring that the patient file is complete and patient is cleared for surgery.
Following Federal CPT coding policies, records codes for surgical procedures and provides reports of all charges listed by the physician post-operatively to the billing coordinator. In the event of missing codes, the surgical coordinator communicates directly with the surgeon in
order to obtain proper codes within 24 hours after the surgery. Works with the billing coordinator to forward batched reports to TMCPO.
Retrieves operative notes within 24 hours of a surgical procedure and ensures that surgical documentation is filed properly in patient charts and with the billing coordinator.
Keeps a surgical log detailing patient data, surgery time and place, other incidental relative information, billing information including amount billed and reimbursement date and amount for each surgical patient.
Maintains communication with the manager. Reports any problems or difficulties to the site manager immediately.
Contributes to the creation and updating of policies and guidelines for the Department related to the process by which patients are screened and booked for surgery.
Works with billing to insure appropriate billing and reimbursement for each case.
Responsible for surgical referral and authorization verification prior to/and following appointments and surgeries for.
Establishes and updates appropriate patient information packets for distribution to patients and medical staff in accordance with surgical scheduling duties. Responsible for maintaining supplies as necessary and coordinating distribution to patients.
Represents in the department relationships with other departments of Tufts Medical Center.
Works with the billing coordinator for resolution of surgical billing patient inquiries
and complaints.
Will perform project work and other duties as assigned.
Maintains collaborative, team relationships with peers and colleagues in order to effectively contribute to the working groups achievement of goals, and to help foster a positive work environment
Performs other similar job related duties as required or directed.
Qualifications
JOB KNOWLEDGE AND SKILLS:
Excellent organizational skills and ability to keep accurate records.
Strong in interpersonal and communications skills to interact effectively with physicians, families, visitors, and various levels of personnel within the department, and the Medical Center, various surgical facilities, and insurance agencies.
Medical terminology and the knowledge of Federal CPT coding policies strongly preferred.
Excellent working knowledge of computer systems.
Initiative and durability to work under stress due to deadlines, volume of work, and range of activities.
Fluent Russian strongly preferred.
EDUCATION:
Level of knowledge generally obtained through the completion of an Associates Degree. Knowledge of healthcare management helpful.
EXPERIENCE:
At least two years experience in a health care setting. Previous surgical scheduling experience preferred. Communication and interaction with professional and medical staff preferred.
An equivalent combination of education and experience, which provides proficiency in the areas of responsibility listed above, may be substituted for the above education and experience requirements.
AGE SPECIFIC COMPETENCIES:
Possesses and applies the skills and knowledge necessary to provide care to patients throughout the life span, with consideration of aging processes, human development stages and cultural patterns in each step of the care process. This includes:
Knowledge of growth and development
Ability to interpret age specific data and response to care
Provide age specific communication
WORKING CONDITIONS/PHYSICAL DEMANDS:
Works in a busy, high volume office with demands to complete simultaneous assignments in an accurate, timely, and organized manner.
Frequent interaction with department staff and other personnel within the Medical Center, patients, families, referring physicians, and insurance companies.
Additional Information
All your information will be kept confidential according to EEO guidelines.
AMERICANS WITH DISABILITIES STATEMENT:
Must be able to perform all essential functions of this position with reasonable accommodation if disabled.
The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed, as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Tufts Medical Center reserves the right to modify position duties at any time, to reflect process improvements and business necessity.
All your information will be kept confidential according to EEO guidelines.
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