Special Unit Surgery Coordinator - Gastroenterology

Cleveland Clinic

9d•Onsite

About The Position

The Special Unit Surgery Coordinator supports the Gastroenterology department by coordinating scheduled and unscheduled procedures, admissions, and appointments. The role helps maintain unit organization and patient access while supporting caregivers and delivering a patient-first experience. The coordinator works with patients, families, physicians, and other departments to arrange procedures and appointments, facilitate admissions, and provide relevant instructions and resources. The caregiver in this position works Monday through Friday from 8:00 a.m. to 5:00 p.m. Rotational weekend support for satellite locations is anticipated in the future. The position requires frequent standing, walking, and sitting for extended periods, lifting and carrying up to 25 pounds, manual dexterity to handle records and operate a computer, and normal or corrected vision. Standard precautions and personal protective equipment are used as required.

Requirements

High school diploma or GED.
Two years of related experience in an area providing knowledge of medical terminology, such as patient registration, patient billing, insurance processing, or appointment/OR scheduling; alternatively, three years of customer service concierge experience.
Proficiency using personal computers and general knowledge of PC-based systems and software.
Knowledge of Microsoft Word and Excel.
Working knowledge of computerized appointment/OR scheduling systems, patient billing, insurance processing, or other related office functions used to coordinate patient access.

Nice To Haves

In-depth knowledge of medical terminology and/or CPT/ICD coding.

Responsibilities

Validate and capture patient demographic information to help maintain the system-wide master patient index.
Validate and collect patient physician information.
Validate and capture primary, secondary, and tertiary insurance coverage for accurate billing.
Identify patients who may need financial counseling and services that are outside their insurance plan or require referrals; inform patients of possible courses of action.
Triage appointments based on diagnosis, patient preferences, and physician specialty.
Coordinate services and provide special instructions requested by patients, internal physicians, and referring physicians.
Schedule services across departments in accordance with physician orders and provider protocols.
Maximize allocated department space by scheduling procedures and surgeries.
Enter routine appointments and emergency add-ons into the appropriate programs.
Ensure the accuracy of data, including CPT coding and case details such as side and equipment.
Enter updates, corrections, and changes to scheduled procedures and surgeries.
Maintain designated provider schedules and coordinate multiple physician schedules.
Use appropriate scheduling functions and systems.
Liaise with the admitting office regarding hospital reservations, admission information updates, and reservation cancellations.
Notify patients of arrival times according to area protocols.
Serve as a resource to department personnel, including surgeons, medical secretaries, nurses, and residents, regarding daily activity.
Communicate with departments to improve efficiency and expedite admissions.
Maintain designated space or unit calendars and ledgers, patient management calendars, and department data according to area needs.
Communicate with patients and families to provide detailed instructions, directions, and information about available resources.