Surgical Services Coordinator II - New England Eye Center - Boston

Job Profile Summary 

This role focuses on providing administrative and business support to the organization in order to achieve operational goals. In addition, this role focuses on performing the following General Administration duties: Produces documents, collects, records, sorts and files information, handles mail, prepares routine reports, makes travel arrangements, arranges appointments, responds to inquiries, data entry, and operates office equipment.An organizational related support or service (administrative or clerical) role or a role that focuses on support of daily business activities (e.g., technical, clinical, non-clinical) operating in a “hands on” environment.  The majority of time is spent in the delivery of support services or activities, typically under supervision.  An experienced level role that requires basic knowledge of job procedures and tools obtained through work experience and may require vocational or technical education.  Works under moderate supervision, problems are typically of a routine nature, but may at times require interpretation or deviation from standard procedures, and communicates information that requires some explanation or interpretation.

Job Overview 

This position monitors and coordinates all surgical scheduling functions for the department, including answering patient inquiries, initial patient interviews, scheduling andfacilitating surgical dates with patients and families or other support systems as noted, assuring surgeon preferencesregarding surgical sites, assistants,processes and anyadditional materials necessary to properly support specific resources.Provides complete pre-op surgical packets to the proper surgical location, assuring that surgeries mayproceed as scheduled andassists the surgical biller withaccurate andtimely coding and billing information. Establishes systems tomonitor and track department surgical functions and acts as a liaison between the departmentand, other departments and external organizations. 

Job Description 

Minimum Qualifications: 

1. High schooldiplomaor equivalent.  

2. Two (2) years of experience with scheduling clinical procedures. 

Duties and Responsibilities: Theduties and responsibilities listedbeloware intended to describe the general nature of work and are not intended to be an all-inclusive list. Other dutiesand responsibilitiesmay be assigned. 

1.Coordinates scheduling of the surgical sites and appointments for all physicians associated with a specific location in the department to achieve maximumutilization while adhering to Medical Center standards and regulations. 

2.Conducts patient interviews to accurately document a patient's status pre-operatively.   

3.Makes necessary arrangements to qualify patients for surgery.   

4.Coordinates all pre-op testsand surgical procedures.   

5.Gathers all information obtained during the patient’s pre-op stages.   

6.Generates all information obtained during the patient's pre-op stages andsubmits a completed pre-operative surgical package to the surgical facility as directed by that facility, thusensuring that the patient file iscomplete, and patient is cleared for surgery. 

7.Follows Federal CPT coding policies, records codes for surgical procedures andprovides reports of all charges listed by the physician post-operatively to the billing coordinator.In the event of missing codes, the surgical coordinator communicates directly with the surgeon in order to obtain proper codes within 24 hours after the surgery.  Works with the billing coordinator toforward batched reports to TMCPO. 

8.Retrieves operative notes within 24 hours of a surgical procedure and ensures that surgical documentation is filed properly in patient charts and with the billing coordinator. 

9.Maintains a surgical log detailing patient data, surgery time and place, other incidental relative information, billing information including amount billed and reimbursement date andamount for each surgical patient.   

10.Maintains communication with the manager. Reports any problems or difficulties to the site managerimmediately. 

11.Contributes to the creation and updating of policies and guidelines for the Department related to the process by which patients are screened and booked for surgery. 

12.Works with billing to insureappropriate billing and reimbursement for each case. 

13.Responsible for surgical referral and authorization verification prior to/and following appointments and surgeries for. 

14.Establishes and updatesappropriate patient information packets for distribution to patients and medical staffin accordance with surgical scheduling duties. Responsible formaintaining supplies as necessary and coordinating distribution to patients. 

15.Represents in the department relationships with other departments of Tufts Medical Center.     

16.Works with the billing coordinator for resolution of surgical billing patient inquiries and complaints. 

17.Ensures that the patient may proceed with the scheduled procedure by communicating directly with the patient’s primary care physician in order to obtain pre-operative clearance. 

18.Responds to any last-minute questions the patients may have prior to surgery. 

19.Maintains collaborative, team relationships with peers and colleagues in order to effectively contribute to the working groups achievement of goals, and to help foster a positive work environment. 

20.Inform patients of necessary pre-operative guidelines. 

21.Forwards information packets to patients. 

Physical Requirements:  

1. Frequent sitting, occasional standing or working, and lifting of 10-15lbs. 

2. May be exposed to dust and other typical office-like discomforts. 

3. Manual dexterity using fine hand manipulations for computer keyboard operation. 

4. Requires ability to see computer screen and read reports. 

5. Requires ability to hear instructions from physicians and other clinical or nursing staff. 

Skills & Abilities: 

1. Computer literacy required including familiarity with word processing programs and electronic spreadsheetsandhas ability to learn new applications.  

2. Excellentinterpersonal andcustomer service skills including excellent interpersonal and telephone skills.  

3. High degree of tact is necessary due to frequent interaction with patients, physicians, and insurance companies. 

4. Ability to perform Operating Room scheduling using Meditech and MSM. 

5.Knowledge of medical terminology and knowledge of CPT coding standards. 

6. Excellent organizational skillsrequired with attention to detail.  

7.Ability to work independently with a minimum of supervision in routine matters.  

8. Excellentorganizational skills. 

9. Ability to follow up and follow through on items related to scheduling. 

10.Self-motivated. 

11.Ability to prioritize work and be flexible with work assignments. 

At Tufts Medicine, we want every individual to feel valued for the skills and experience they bring. Our compensation philosophy is designed to offer fair, competitive pay that attracts, retains, and motivates highly talented individuals, while rewarding the important work you do every day.

The base pay ranges reflect the minimum qualifications for the role. Individual offers are determined using a comprehensive approach that considers relevant experience, certifications, education, skills, and internal equity to ensure compensation is fair, consistent, and aligned with our business goals.

Beyond base pay, Tufts Medicine provides a comprehensive Total Rewards package that supports your health, financial security, and career growth—one of the many ways we invest in you so you can thrive both at work and outside of it.

Pay Range:

based on full-time equivalent