Surgery Scheduling Supervisor (Healthcare)

Come and join our team! We are a local growing private medical practice specializing in the diagnosis and treatment of patients with diseases of the retina and vitreous. We are looking for individuals who would like to establish a career in healthcare working for a company with nationally recognized physicians. We provide on the job training giving you the ability to grow and advance your skills along with gaining innovative knowledge. Established in 1977, we have locations all over Northern California including Sacramento, Grass Valley, Roseville, Stockton, Modesto, Merced, Fairfield, Elk Grove, Folsom, Yuba City and Chico. Our physicians are nationally known, and we continue to be on the leading edge of retina care by utilizing the latest equipment and both participating in and designing new clinical trials to advance the state of care for retinal diseases. Join 200+ other team members working for our nationally recognized retina specialty practice in a fast paced, high volume medical office.

We are looking for full-time individuals, Monday - Friday.

Responsibilities:

Oversight of the Surgery Scheduling Function

· Schedule elective surgeries within 14 days of the order or make an attempt to reach out to patient within 14 days of order.
· Schedule urgent surgeries within the indicated timeframe.
· Scheduled surgery at correct facility based on insurance as well as patient acuity.
· Inform patient of surgery date, location, time and any other instructions as appropriate based on the surgery orders.
· Inform patient of any needed EKG and Laboratory test.
· If patient has the EKG test done within 6 months of surgery date, get the facility information and request for the results.
· If patient need clearance, please get patient PCP/Cardiologist information and send in the clearance request. Schedule patient only after you receive clearance, unless it is an urgent case.
· If applicable, request for IOL calculation, get the measurement, send information to physician (preferably 1 week or more prior to the surgery), and send information to facility for the required lens per physician. Schedule patient only after you receive clearance, unless it is an urgent case.
· Scan all the documentation (Notes, EKG, Lab results, IOL Cal, Clearance) in the drop box folder in Cornea, file by the date of surgery and rename with patient name.
· Send completed Intake form to Mercy General Hospital and Modesto Surgery Center.
· Emailing surgeon of the case if ordering physician is different than the surgeon
· Prepare charts prior to surgery including ensuring all notes are scanned, any IOL and clearance is scanned, OCT images are faxed or printed (for Mercy General).
· Call day before the surgery to confirm and give accurate check in time.
· Make necessary changes to the schedule based on cancellation and addition.
· Communicate emergency and same day surgery with facility and surgery pre visit.
· Maintain monthly google calendar indicating physicians, assistant physician and facility.
· To ensure there is an assistant surgeon scheduled.
· Schedule tumor patient within appropriate timeframe, coordinate MRI and CT scan, send information needed to UCSF. Go over pre-op and post instructions with patient.
· Obtain tumor biopsy specimen from Mercy General Hospital and mail to CASTLE for gene analysis, ensure integrity of specimen is intact.

Oversees Insurance Eligibility, Authorizations, and Patient Portions

· Prioritize same day surgery eligibility and authorization.
· Confirm patient eligibility.
· Input new and updated insurance information in the system if applicable.
· If not eligible, call patient or referring physician for correct insurance information.
· Obtain necessary authorizations in a timely manner.
· Calculate patient estimated out of pocket for surgery, VRMG, Facility (if NCASC), Assistant Surgeon.
· Make all efforts to collect patient portion ahead of time, patient may be given option to pay at the time of check in.
· If patient unable to pay, ask to apply for care credit, if declined work on a reasonable payment plan.
· If unable to agree on reasonable payment plan, contact supervisor.
· Complete benefit investigation form indicating all the necessary information.
· Send Benefit investigation form (BIF) to Northern California Advanced Surgery Center Day before the surgery.
· Check-in all surgery patients after confirming patients kept their appointment as well as print the fee tickets.
· Upload all the operative reports day after the surgery, after confirming eyes and surgeon are correct.
· Ensure correct insurance is being assigned to the surgery encounter.
· Create the encounter and assign correct insurance for assistant surgeon claims if applicable.
· Work with health plans to get letter of agreements for non-contracted plans.

Supervise the Surgery Scheduling Team

· Review and approve time sheets.
· Review and approve time off requests.
· Audit team process.
· Coach and train team.
· Monitor team's daily workload.
· Prepare and present employee evaluations.
· Keep lead and management informed of any issues.
· Attend meetings with other teams/department leads.
· Conduct meetings with team.
· Review resumes.
· Interview candidates.