Administrative Assistant/Surgical Coordinator

University Orthopedics•North Providence, RI

11d

About The Position

The Administrative Assistant/Surgical Coordinator coordinates surgical case scheduling for physicians and performs related administrative duties. The role requires exceptional organizational and interpersonal skills and includes coordinating patient-care activities, communicating with patients and coworkers, maintaining schedules, and supporting office operations.

Requirements

High school diploma or equivalent.
Administrative and organizational skills to coordinate patient-care activities.
Excellent telephone manner and ability to communicate effectively with patients, coworkers, and other physician offices.
Excellent computer skills, including email, scanning, and word processing, to support the efficient operation of a busy office.
Organizational skills to triage patients appropriately for required testing, visits, surgeries, and other encounters.
Knowledge of MS Office and EMR systems or Practice Management Systems.
Ability to maintain confidentiality.
Attention to detail.
Ability to travel to all sites when necessary.

Responsibilities

Contact patients to schedule procedures and review their history and medications to determine and discuss required preoperative testing or education.
Ensure required paperwork is completed before procedures are scheduled.
Ensure patient registration and scheduling are accurate.
Provide correct codes and patient information to operating room booking offices.
Coordinate the number and length of cases booked per operating room session.
Keep the provider’s calendar updated to maintain accurate operating room and office schedules, calls, conferences, and departmental obligations; communicate changes to the Administrative Manager, Site Manager, and COO.
Obtain appropriate referrals and authorizations for office visits, procedures, and surgeries on physicians’ and providers’ schedules.
Build and maintain effective working relationships, assist coworkers, cooperate in group situations, and work to resolve conflicts.
Ensure required testing is completed before procedures, including laboratory work and clearance from the patient’s primary medical physician.
Contact insurance companies to obtain required pre-authorizations.
Coordinate with billing staff regarding scheduled patients who need to be contacted about deductibles or payments due before surgery.
Communicate arrival details, pre- and post-operative instructions, and required appointments to patients.
Assist with general office work, including mail, filing, and form completion.
Participate in training administrative and front desk staff, and, when necessary, other employees including call center and reception staff.
Answer and triage patient phone calls.
Perform additional duties assigned by the Manager to meet department needs.