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Kaiser Permanente · 23 hours ago

Specialist, Surgery Scheduling

Atlanta, GA

Full-time

Onsite

Mid Level

3+ years exp

Kaiser Permanente is a healthcare organization, and they are seeking a Specialist in Surgery Scheduling. The role involves scheduling patients for surgery, ensuring proper coordination of surgical encounters, and providing high-quality customer service to members and practitioners.

Health CareHospitalMental HealthNon ProfitPersonal Health

Comp. & Benefits

Responsibilities

Arranges for special needs as ordered by the physician on the surgery scheduling form (ex. equipment, techs, assists, etc)

Arranges case priority according to established guidelines for each O.R. block (example: M.D. assist cases, children and elderly, general anesthesia, and other cases

Receives cancellations from patients and physicians. Cancels all preoperative appointments. Follows the cancellation procedure for notifying physicians and appropriate departments

Schedules cases to fill cancellations for maximum utilization of surgery block

Contacts physicians, appropriate departments and outside hospitals or surgery centers who perform surgery to obtain and provide all pertinent information regarding scheduling of operations

Schedules patients for all pre-operative appointments (including Cardiology and Pulmonology clearance, pre-op education class etc

Negotiates surgery date and all prescribed appointments with patients so that these are accomplished within appropriate time frames. Gives patients special dietary instructions and preparations for tests

Mails and/or emails confirmation letter and instructions to patients in a timely manner

Contacts patients who no show for surgery and reschedules these appointments

Provides daily log of encounters worked

Schedules inpatient and outpatient surgical procedures

Uses judgment, experience, and insight to ensure that surgical cases are scheduled according to best practice standards, achieving the best possible outcome for the member. To achieve success in posting a case, must consider all aspects affecting the case i.e., surgeons time constraints and availability, surgical suite availability at multiple surgical sites, and coordination of ancillary services that may be indicated

Reviews surgical ticket to ensure that the surgical facility and anesthesia screening requirements are met. Must remain knowledgeable with the current anesthesia screening requirements and other written guidelines as they relate to age and existing medical conditions. Communicates the patients needs to the practitioner to ensure compliance

Performs pre-authorization through QRM and other systems required

Coordinates surgical assistance, both TSPMG practitioners, external practitioners, & various surgical assisting groups

Coordinates the availability of special equipment implants, vendor resources and instrumentation for the surgeon in the operating room suite

Coordinates joint cases with various surgical services both internal & external i.e., GYN, Urology, Vascular, Plastic, etc. - Schedules Stereotactic Biopsies, Ultrasound Guided Biopsies, and breast MRIs under the guidance of the Breast Care Coordinator and Breast Center Chief

Schedules sequential appointments for the member both pre and post operatively. Employs judgment and insight to ensure timeliness and coordination of the various appointments as they relate to the surgical encounter. i.e., labs, medical clearance, cardiac clearance, etc

Communicates with patient and coordinates all encounters that are required during the peri-operative period i.e., pre-op office appt., PCP/HCT pre-op testing appointment (either telephone vs. actual visit. Provides procedural instructions per departmental guidelines to include diet restrictions, medication restrictions and directions to the surgery site. Schedules post- operative appointment

Responsible for coordination of films availability at the procedure &/or surgery site, as dictated by the needs of the surgeon or site

Schedules cosmetic surgery patients, after business office has ensured payment

Responsible to ensure that correct coding is in place to achieve correct posting and billing

Documents all member communications in the electronic medical record

Cross trains to various clerical department functions

Answers incoming calls from a que line and fields questions when appropriate to other schedulers to ensure member resolution and scheduling timely

Responsible to manage their voicemail daily to respond to return calls and provide appropriate feedback to members related to surgery scheduling questions

Receive daily cancellation list and manages cancellations timely removing them from the KP system updating the surgeon and outreaching to member for cancellation reason and reschedule when appropriate

Qualification

Surgery scheduling experienceMedical terminology knowledgeICD9/CPT coding knowledgeMicrosoft Office proficiencyOpTime proficiencyEpic proficiencyCustomer service experienceClinical background experiencePrioritize tasksEffective communication skillsInterpersonal skills

Required

Minimum three (3) years of experience for appointment or surgery scheduling or related clinical experience (MA, LPN, Surgical technician)

High School Diploma or General Education Development (GED) required

Demonstrated knowledge of Medical terminology

Knowledge of ICD9/CPT coding

Ability to prioritize responsibilities

Ability to handle multiple tasks simultaneously

Dependability with punctuality & attendance

Ability to build and sustain excellent relationships with members, their families, fellow staff members

Ability to develop and maintain excellent relationship with internal and external customers

Customer service aptitude demonstrated through the Customer Service Assessment

Customer service experience

Clinical background experience

Demonstrates high level of proficiency in the following software packages of equivalent: Microsft Office, OpTime, Epic Possesses

Effective written and verbal communications skills; good interpersonal skills including tact courtesy, and flexibility; ability to function and effectively as a team member

Ability to organize and prioritize work to meet deadlines and schedules using impendent judgment