Job Description

Full Time Surgery Scheduler 2

The Department of Surgery is currently seeking a Full Time Surgery Scheduler 2 to work onsite in Miami. The Surgery Scheduler 2 acts as liaison between patients, professional staff, and physicians by scheduling and coordinating all necessary functions for surgical and diagnostic procedures. Further, the Senior Surgery Scheduler acts as source of knowledge for scheduling staff and oversees their functions to ensure accurately and timely scheduling practices.

Core Responsibilities:

• Obtains pre-authorizations for procedures as required by insurance companies.
• Oversees, produces, and distributes all surgical and procedural schedules to physicians and departments.
• Collaborates with patients, families, staff, and providers within the office and the greater community to schedule surgeries, pre-op physicals, and testing.
• Coordinates with hospitals and vendors for special cases or circumstances.
• Identifies ways to streamline surgical scheduling process and provides suggestions to managing staff.
• Ensures that electronic systems and scheduling tools are up-to-date and operating smoothly, and immediately contacts appropriate personnel to resolve any issues.
• Ensures documentation is complete to support accurate billing of surgical procedures.
• Adheres to University and unit-level policies and procedures and safeguards University assets.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

Core Qualifications

Education: High School diploma or equivalent

Experience: Minimum 3 years of relevant experience

Knowledge, Skills and Attitudes:

• Ability to communicate effectively in both oral and written form.
• Skill in completing assignments accurately and with attention to detail.
• Ability to process and handle confidential information with discretion.
• Ability to work independently and/or in a collaborative environment.
• Proficiency in computer software (i.e. Microsoft Office).

Department Specific Functions

• Request and follow up on insurance authorizations for surgical procedures in a timely and efficient manner.
• Coordinate peer-to-peer for all authorization denials in a timely and effective manner.
• Maintains appropriate records of all surgical cases as scheduled in a manner consistent with departmental policies and procedures, ensures redundancy by maintaining up to date information of all cases in department-specific shared calendars and/or physician's calendars according to the operational needs of each department.
• Answers, properly screens, transfers and/or completes phone calls via the NICE in Contact Telephone system following departmental telephone etiquette, policies and procedures.
• Maintains department shared calendars and physicians' calendars updated with surgical cases, upholds data integrity of said calendars.
• Coordinates with facilities and vendors/representatives for case support and equipment as needed of specific cases.
• Ensures the appropriate performance of scheduling tools, including electronic systems and reports any issues in a timely manner.
• Coordinates all pre-operative testing, as required, following protocols for the specific surgical facility.
• Daily review of prior day cases to ensure appropriate coding, billing, dictation, attestation, operative note completed and signed.
• Communicate with physician(s) not in compliance with appropriate coding/billing and completed operative chart via email within 24-48 hours of case completion.
• Ensures optimization of operating room/block times utilization.
• Ensure necessary pre op testing and clearances are scanned in the system and readily available for review prior to pre-testing appointment.
• Maintain effective communication with patient(s)/patient's representative, regarding all aspects of surgical scheduling, communicate all changes to the care plan in a timely manner.
• Request retroactive authorizations as needed for procedures performed outside of prior authorized scope.
• Other duties as assigned depending on department's operational needs.

The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

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