Job Description

To Coordinate all aspects of scheduling surgical procedures and to assist the Administrator in the daily operation of the center activities in accordance with Federal, State and surgery center policies and procedures. Coordinates the reception/admitting activities and promotes communication throughout the facility. Performs clerical and reception duties. Maintains the facility medical records according to established guidelines and requirements.

Surgery Scheduling

• Interfaces with surgeon/GI physician offices to schedule surgical and GI procedures
• Receives, collects and collates booking sheets from offices to schedule surgeries and/or GI procedures and verifies with offices surgery/ procedure line ups.
• Schedules all patients and all procedures in multiple required scheduling systems
• Maintains an up to date surgery center schedule
• Coordinates between primary care offices, cardiology, pulmonology, radiology, laboratory and any other requested clearances to provide the clinical team with appropriate clearances for each patient scheduled prior to day of surgery/ procedure.
• Maintains a block schedule for surgeons/ GI physicians.
• In coordination with center leadership, manages block schedule and adjusts block per usage assessments and reports.
• Collaborates with provider credentialing to ensure that providers are credentialed appropriately for each procedure booked.
• Revises schedules based on clinical input and provider historical times.
• Calls patients as needed to inform them of missing preoperative requirements and/ or changes in scheduled times
• Manages and coordinates anesthesia scheduling to ensure appropriate coverage for surgical and GI procedures
• Collaborates with the billing and authorizations teams to ensure all patients are appropriately vetted prior to day of surgery. Works with provider offices to obtain additional authorizations or to make adjustments to current authorizations. Notifies patients of issues within the patient's control.
• Notifies offices and/or patients of cancelations or changes to surgical/ GI procedures.
• Collaborates with Materials Manager to ensure all required implants, vendors and trays are identified on scheduling forms and are appropriately requested.
• All other duties as directed by management.

Clerical Skills

• Effectively plans duties and assignment in order or priority.
• Records accurate telephone messages.
• Types correspondence accurately and timely.
• Files documents correctly, per protocol.
• Distributes documents correctly and in a timely manner.
• Gathers month end statistics, produces documentation and reports findings to appropriate personnel.
• Efficiently and effectively participates in credentialing process as directed.
• Performs other duties as assigned.
• Receives and processes heavy volume of incoming calls.
• Schedules, reschedules and cancels cases as directed.
• Coordinates scheduling as needed with other ancillary departments.
• Transfers calls appropriately.
• Processes incoming and outgoing mail.
• Demonstrates familiarity with insurance procedures and verifies insurance information when scheduling procedures.
• Demonstrates familiarity with managed care plans and knows which plans/procedures require vouchers and/or preauthorization.
• Reports malfunctioning equipment to appropriate personnel.
• Demonstrates awareness of protocol for malfunctioning equipment and repair.
• Completes all verifications prior to date of service eligibility auth etc.

Medical Records Management

• Follows established processes to obtain, manage and utilize patient information to enhance and improve individual and organizational performance in patient care.
• Facilitates timely and accurate medical records management.
• Maintains a system of filing to ensure prompt location of individual records.
• Assures a current and complete medical record is obtained for every patient admitted to the facility. • Assures all clinical information pertaining to the patient encounter in the facility is centralized in the medical record.
• Ensures that each medical record contains the original documents as appropriate and available per established policy of medical record content.
• Participates in medical record TQM

Computer Skills

To perform this job successfully, an individual should have knowledge of Word and Excel Processing software. Vision, GMed, HST, MedTek and other systems related to surgery scheduling and operations to be used daily, must be able to function with dual monitors and multiple computer programs simultaneously.


Other Skills and Abilities

Ability to type 40 wpm and use standard office equipment Knowledge of medical terminology. Minimum one (1) year experience in computerized appointment scheduling. Two years medical clerical experience preferred. Good communication and language skills required.


Client oriented. Actively participates in the development of a healthy work environment. Uses interpersonal skills to establish and maintain healthy interpersonal relations, which include functional trust, positive feedback and constructive criticism. Good communication skills oral and written. Awareness and ability to use ICD-10 codes and CPT codes.

The pay range for this position at commencement of employment is expected to be $30 per hour; pending on multiple individualized factors, including market location, job-related knowledge, licensure, skills, and experience.

The total compensation package for this position may also include other elements, including a sign-on bonus and discretionary awards in addition to a full range of medical, financial, and/or other benefits (including 401(k) eligibility and various paid time off benefits, such as vacation, sick time, and parental leave), dependent on the position offered.

Details of participation in these benefit plans will be provided if an employee receives an offer of employment.

If hired, employee will be in an "at-will position" and the Company reserves the right to modify base salary (as well as any other discretionary payment or compensation program) at any time, including for reasons related to individual performance, Company or individual department/team performance, and market factors.

As one of the fastest growing Independent Physician Associations in Southern California, Regal Medical Group, Lakeside Community Healthcare & Affiliated Doctors of Orange County, offers a fast-paced, exciting, welcoming and supportive work environment. Opportunities abound, and enterprising, capable, focused people prosper with us. We promote teamwork, nurture learning, and encourage advancement for all of our employees. We want to see you excel, because we believe that your success is our success.

Full Time Position Benefits:

The success of any company depends on its employees. For us, employee satisfaction is crucial not only to the well-being of our organization, but also to the health and wellness of our members. As such, we are firmly dedicated to providing our employees the options and resources necessary for building security and maintaining a healthy balance between work and life.

Our dedication to our staff is evident in our comprehensive benefits package. We offer a very generous mixture of benefits, including many employer-paid options.

Health and Wellness:

• Employer-paid comprehensive medical, pharmacy, and dental for employees
• Vision insurance
• Zero co-payments for employed physician office visits
• Flexible Spending Account (FSA)
• Employer-Paid Life Insurance
• Employee Assistance Program (EAP)
• Behavioral Health Services

Savings and Retirement:

• 401k Retirement Savings Plan
• Income Protection Insurance

Other Benefits:

• Vacation Time
• Company celebrations
• Employee Assistance Program
• Employee Referral Bonus
• Tuition Reimbursement
• License Renewal CEU Cost Reimbursement Program
• Business-casual working environment
• Sick days
• Paid holidays
• Mileage

Employer will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the LA City Fair Chance Initiative for Hiring Ordinance.

Education and/or Experience:

• Associate's degree (A. A.) or equivalent from two-year College or technical school; or six months to one year related experience and/or training; or equivalent combination of education and experience.
• Current BLS.

Job Tags

Hourly pay, Full time, Casual work, Work at office, Relocation package, Flexible hours,

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