PATIENT SERVICES & SURGERY SCHEDULING COORDINATOR - NWSC

JOB TITLE: Patient Services & Surgery Scheduling Coordinator
REPORTS TO: Business Office Manager ASC/ Clinical Administrator

JOB SUMMARY
The Patient Services & Surgery Scheduling Coordinator provides front-office support and coordinates the scheduling of surgical procedures at the Northern Wyoming Surgical Center. The position serves as a primary point of contact for patients, families, physicians' offices, visitors, vendors, and callers and supports accurate, efficient communication throughout the Center.

The Coordinator is responsible for obtaining and entering required scheduling and patient demographic information, maintaining accurate schedules and records, supporting patient registration, and coordinating schedule changes with the appropriate clinical and office personnel.

JOB REQUIREMENTS
High school diploma or equivalent preferred. Medical office, healthcare scheduling, reception, or business office experience or related training preferred.

EXPERIENCE
Preferred minimum of two years of medical practice experience, including experience with healthcare scheduling, electronic health records, or practice management systems.

SKILLS

• Must possess a high degree of confidentiality in all matters with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
• Must have strong customer service and interpersonal skills with the ability to communicate with staff, the public, vendors, etc. in a friendly, courteous and helpful manner.
• Strong organizational and multitasking skills, with the ability to manage competing priorities and interruptions in a busy ambulatory surgery environment.
• Must have well-developed verbal and written communication skills.
• Ability to make appropriate decisions, solve routine problems, and escalate clinical or operational concerns to the appropriate personnel.
• Ability to perform effectively in stressful situations with multiple staff demands and deadlines.
• Strong computer and keyboarding skills.
• Must be proficient in the use of Microsoft Office Suite products knowledge including Word and Outlook.
• Ability to learn new computer software applications.
• Ability to accurately enter, maintain, and communicate scheduling, demographic, insurance, and patient information.
• Must have critical thinking skills.
• Accurate and systematical filing skills.
• Manual dexterity for office machine operation.
• Must know medical terminology.
• Strong attention to detail, timeliness, dependability, and ability to meet deadlines.
• Exceptional phone etiquette.

REQUIRED CERTIFICATIONS
N/A

ESSENTIAL FUNCTIONS

• Provide professional reception and telephone support, including greeting patients and visitors, route calls, taking accurate messages, and directing individuals to the appropriate personnel.
• Assist patients with required registration and admission paperwork and notify clinical staff of patient arrival in a timely manner.
• Maintain awareness of patient family members, responsible adults/drivers, and visitor flow as appropriate to support Center operations and patient discharge processes.
• Receive and distribute mail, deliveries, and other incoming materials and perform general clerical and administrative duties as assigned.
• Support appropriate access and identification of vendors, pharmaceutical representatives, equipment representatives, and other visitors in accordance with policy and patient confidentiality requirements.
• Prepare patient charts and required forms, labels, demographic information, and other documentation in advance of scheduled procedures as applicable.
• Schedule surgical procedures using complete and accurate information received from physician offices, including patient demographics, procedure information, insurance information, and other required scheduling data.
• Coordinate surgical scheduling based upon approved physician block time, Center capacity, patient needs, and established clinical and anesthesia availability.
• Communicate additions, cancellations, rescheduling, and other schedule changes promptly to appropriate clinical, anesthesia, business office, and physician-office personnel.
• Enter and maintain accurate patient demographic, insurance, contact, and medical-record information in applicable Center systems.
• Collaborate with the Business Office Manager, Clinical Administrator, clinical staff, anesthesia personnel, and physician offices to identify and resolve scheduling issues that may affect patient care or Center operations.
• Protect patient privacy and confidentiality and ensure patient information is handled in accordance with policies and applicable privacy requirements.
• Receive and safeguard patient payments, checks, and credit-card receipts as assigned and transfer funds and documentation to the Business Office Manager in accordance with established procedures.
• Follow established emergency communication procedures and place calls to emergency agencies or other designated resources when directed or required.

SECONDARY FUNCTIONS

• Maintain a professional, organized, clean, and welcoming reception and patient waiting area.
• Participate in Continuous Quality Improvement (CQI), safety, staff education, meetings, and other Center activities as assigned.
• Promote professional communication, teamwork, accuracy, timeliness, and a positive patient and physician experience.
• Perform other reception, scheduling, clerical, and business office duties as assigned by the Business Office Manager.