Medical Office Coordinator - UI Health, OCC Surgery Clinic

University of Illinois Chicago•Chicago, IL

15h•$32 - $50•Onsite

About The Position

The Medical Office Coordinator at UI Health's OCC Surgery Clinic is responsible for proactively maintaining and managing provider surgical schedules to ensure quality patient care, customer service, optimized utilization of clinical resources, and efficient workflows. This role involves developing and maintaining surgical schedules, updating departmental calendars and tracking systems, and serving as a liaison for inquiries related to surgical case coordination. The coordinator will also collaborate with the Patient Accounts office, organize pre and post-operative appointments, obtain necessary pre-certifications and referrals, and manage health records. Excellent communication skills are essential for relaying information for scheduling surgical cases. The position also involves generating monthly surgical reports, preparing formal communication regarding health records, distributing weekly surgery schedules, and assisting in the analysis of Surgery services to optimize OR block time and prevent claim denials. Additionally, the coordinator will communicate with the Operating Room and vendors to ensure necessary supplies and equipment are available, assist in the administrative management of the clinic, orient clinicians on scheduling requirements, and support clinicians during pre-operative clinic activities. The role also includes working with the Clinic Director on strategic plans for service efficiency, evaluating service activities for improvement, and orienting clinical staff on surgical scheduling policies and procedures.

Requirements

Any one or any combination totaling five (5) years (60 months), from the categories below: College education with course work in a business medical field such as nursing assistant, medical assistant, or medical secretary and/or business fields such as business, finance, public administration, or social science, as measured by the following conversion table or its proportional equivalent: 30 semester hours equals one (1) year (12 months) Associate’s Degree (60 semester hours) equals eighteen months (18 months) 90 semester hours equals two (2) years (24 months) Bachelor’s Degree (120 semester hours) equals three (3) years (36 months)
Work experience or ancillary service experience comparable to the Medical Office Specialist level or other positions of comparable responsibility.

Responsibilities

Develop and maintain all surgical schedules and other subspecialties as required.
Ensure cases are updated on departmental calendars and within Surgical Case tracking systems used by the Hospital and/or off-site facilities.
Serve as liaison by triaging telephone calls and e-mails; responding to internal and external inquiries for information related to surgical case coordination, using discretion and independent judgment.
Collaborate and correspond with staff in Patient Accounts office and in the University of Illinois Hospital when responding to requests for self-pay quotes.
Organize all required pre and post-operative appointments for patients, including obtaining necessary pre-certifications, referrals, and applicable health records, which may include scans, photos and x-rays required for clearance to proceed with the surgery.
Demonstrate excellent communication skills and independence in obtaining and relaying the necessary information for scheduling the surgical cases.
Generate monthly surgical reports for the service and prepare formal communication pertaining to exchange of health records with patient’s insurance and care provider.
Prepare and distribute weekly surgery schedule to the Clinic team, Hospital Surgical Services, Utilization Review team, and additional parties as indicated.
Assist in performing and/or completing analysis of Surgery services, including appropriate utilization of the OR block time, releasing blocks ahead of time to avoid penalties, denial of insurance claims.
Communicate with the Operating Room and vendors to ensure necessary instruments/supplies/equipment for the surgery will be purchased/delivered to the location of the case before the day of the surgery.
Assist in the administrative management of the clinic as assigned.
Orient Clinicians on the requirements for scheduling surgical cases.
Assist Clinicians during the pre-operative clinic so that necessary appointments are set-up, consent forms are completed and signed, external health records can be obtained for the surgery.
Work with Clinic Director to develop strategic plan for service in terms of increasing efficiency in coordinating surgical cases, pre-operative schedules, obtaining necessary surgical consents, and surgery charge submissions.
Evaluate service activities on regular basis to identify areas for improvement.
Formulate and initiate changes based on evaluation.
Orient clinical staff on surgical scheduling policies and procedures and coordinates ongoing staff development programs.
Perform other duties and participate in special projects as assigned.