PRIMARY FUNCTION: The Surgery Practice Coordinator provides key administrative support to the Neurosurgeon(s) and their clinical teams with the overarching goal of ensuring a smooth and seamless patient experience. Developing relationships with patients, families and colleagues, the Surgery Practice Coordinator functions as an interdisciplinary team member who contributes toward the attainment of important goals for the patient, the practice and the organization.
ESSENTIAL FUNCTIONS:
Physician Office (20%)
- Manage incoming calls and inquires to the Neurosurgeon’s office in a timely, customer-focused fashion
- Treat all patients, families, colleagues and customers with the highest level of compassion
- Cultivate a patient-centric mindset
- Provide patients with updates on inquiries, appointments, procedures, etc.
- Collaborate with Jefferson departments, referrers and physicians offices to deliver effective an effective patient experience
- Sort and review all Neurosurgeron correspondence.
- Maintain the clinics, OR and Outlook calendar for the Neurosurgeon(s) and their team
- Maintain clinical and administrative meetings calendar for the physician(s).
- Manage Neurosurgeon’s academic activities (conferences, lectures, etc.) and travel
- Track and submit receipts for expenses as appropriate
- Send consult communication to referring providers
Clinic Responsibilities (35%)
- In conjuction with the Nurse and or Advanced Practice Provider, appropriately triage and schedule New Patient visits
- Schedule Established Patient visits
- Coordinate diagnostic testing as needed
- Prepare and send out new patient packets
- Prepare charts for clinic ensuring that the chart is up to date and contains all patient correspondence received prior to the visit, as well as diagnostic results
- Notify Practice Manager when Neurosurgeon(s) or team member will be out of the office in order to block Epic schedule. Note time away on Outlook
- Run patient eligibility in Epic prior to clinic to ensure patients have active insurance information on file.
Financial Responsibilities (10%)
- Serve as a liaison to insurance companies and provide them with all necessary information in order to obtain prior authorizations.
- Complete referral management process in conjunction with Patient Service Center, including reviewing,updating and completing and missing information.
- Ensure that referrals obtained for all clinic visits are up to date and accurate.
- Perform demographic and insurance eligibility checks in Epic and other applications. Review and correct any information that is found through eligibility checks.
- Review surgical schedule and work with Finance Team member to guarantee charges are going out appropriately.
- Review logs of outstanding OR dictations and work with Neurosurgeon(s) to ensure timely signing and finalization of operative notes.
- Ensure all physician notes are dictated and final signed within the required time period so billing can go out.
Surgical scheduling Responsibilities (35%)
- Schedule all surgical procedures and pre-op appointments in Epic
- Coordinate co-surgeries with appropriate Departments
- Coordinate and inform patients of surgical preparations
- Notify patient and confirm arrangements.
- Schedule imaging and other testings
- Coordinate prior authorizations
- Work with clinical team to ensure that patient has all pre-operative educational materials.
- Confirm all bookings in system and with patient prior to the procedure date and within appropriate timelines.
- Update surgical schedule in Epic and Outlook if needed. Ensure collaboration with Neurosurgeon(s) in terms of OR utilization
EDUCATIONAL/TRAINING REQUIREMENTS
High School Diploma or GED required
Bachelors Degree preferred
