Surgical Coordinator/Medical Assistant

The US Oncology Network•Rockville, MD

8h•Onsite

About The Position

Maryland Oncology Hematology is hiring a Surgical Coordinator/Medical Assistant to coordinate surgical operations and patient care. The role includes overseeing junior-level Surgery Support Coordinator staff and coordinating surgical cases from pre-operative planning through follow-up. The coordinator works with patients, physicians, payors, surgical facilities, vendors, and interdisciplinary teams to ensure required scheduling, authorizations, documentation, testing, and patient communications are completed in a timely manner. The position may also involve implementing departmental policies, managing financial and patient-care commitments, and supporting one or multiple surgeons depending on scope. The role is based in a medical clinic or physician suite. The environment may involve exposure to communicable diseases, toxic substances, ionizing radiation, medical preparations, and other conditions common to an oncology, hematology, or surgery center. Physical requirements include full body motion, manual and finger dexterity, eye-hand coordination, and occasionally lifting or carrying items up to 40 pounds. Corrected vision and hearing within the normal range are required. The general pay scale is $17.99–$27.67 per hour. The actual hiring rate depends on factors including prior work experience, education, responsibilities, location, and work performance.

Requirements

High school diploma or equivalent required.
At least five years of surgical practice or office work experience, including insurance authorization, insurance verification, and/or scheduling, with the ability to explain patient responsibility under a benefits plan as applicable.
Knowledge of medical and surgical terminology.
Excellent written and verbal communication skills and the ability to multitask.
Proficiency with computer systems and Microsoft Office, including Outlook, Word, and Excel.
For single-surgeon scope, three years of experience working with a surgeon in a full-service capacity for the patient, from financial coordination through the surgical procedure.

Nice To Haves

Associate or bachelor’s degree preferred.
For multi-surgeon scope, five years of experience working with multiple surgeons and setting up and preparing for surgical procedures preferred.
For breast surgery, one year of experience and knowledge of breast-related surgical coding or procedures preferred.
For gynecological surgery, one year of experience and knowledge of gynecological-related surgical coding or procedures preferred.
For other surgical specialties, one year of broad-based or general experience in surgical coding or procedures preferred.

Responsibilities

Oversee surgery operations and the work of junior-level Surgery Support Coordinator staff, including sourcing, selection, scheduling, onboarding, development, and applicable disciplinary actions.
Collaborate with leaders on implementing departmental policies and procedures when designated.
Serve as a point of contact for facilities and vendors to coordinate workflows and new treatment options when needed.
Plan, implement, coordinate, evaluate, and promote continuity of care consistent with established standards and practices.
Review medications and health history with patients, including information that may affect surgical clearance from other care providers.
Coordinate pre-operative appointments and other required pre-surgery tasks based on the type of case.
Notify representatives involved in a surgery case, such as vendors and first assistants, and confirm whether special products need to be ordered.
Coordinate, schedule, and authorize pre-operative clearance testing and diagnostic imaging, including CT, MRI, ultrasound, and X-ray.
Complete and send required scheduling documentation to surgical facilities, including authorization or pending-authorization information.
Complete and send the History and Physical, surgical order, and required documentation to the physician for review and signature.
Complete and send surgical facility consent forms for patient and physician signatures.
Manage Global Period alerts in the EMR or Practice Management System when applicable.
Scan surgery documents into the EMR, including signed surgery orders, consents, cardiac clearances, and authorizations, as applicable.
Review with patients the procedure or surgery to be performed, embedded protocols, required notifications or tasks, preparations such as bowel preparation, and the scheduled date with the facility and anesthesia.
Request and ensure timely, effective authorizations for scheduled procedures and surgeries.
Determine authorization and precertification requirements for insured patients using appropriate CPT procedure and ICD-10 diagnosis codes.
Review and adhere to payor medical policies to ensure accurate authorization and avoid reimbursement delays.
Act as a patient advocate and liaison among patients, payors, the office, and facilities; answer questions and escalate issues.
Maintain working knowledge of surgical authorization requirements to prevent delays and denials.
Ensure pathology, operating room, and other reports are captured in the chart; obtain missing pathology reports and ensure surgical pathology reports are present.
Ensure patients return to the office as ordered, including for stent removals or exchanges.
Schedule needed appointments that are not already scheduled, personally or through the physician clinic scheduler as appropriate.
Release operating room blocks with surgical facilities according to policy to avoid utilization-related penalties.
Administer and process financial and patient-care commitments, with additional staff as appropriate.
Notify appropriate personnel of procedures involving prepayment or collection and provide contact information for financial questions or concerns.
Obtain required authorizations and facilitate and schedule consultations, pretesting, diagnostic tests or procedures, referrals, and future appointments.
Facilitate communication between patients or families and the interdisciplinary team and coordinate services related to patient care when necessary.
For single-surgeon scope, work closely with the physician to understand preferences for sequencing cases each day.
For multi-surgeon scope, sequence, prioritize, follow up, and multitask across inputs from multiple providers.