Surgery Scheduler

At Urology Austin, our mission is committed to improving the lives of patients and their families through compassionate, quality, and ethical care.

In choosing a career with Urology Austin, you are choosing to improve the lives of patients and their families through a collaborative team-driven approach in an innovative, quality-driven, community-based setting. Better Medicine. Better Care.

The purpose of this position is to assist all Urology Austin patients as they seek treatment at our practice, whether as a new patient, returning patient or a patient being scheduled for surgery and/or a procedure. This must be done with the utmost care and accuracy when entering demographic and insurance information as well as when populating the physician’s schedule.

• Reports to the Operations Executive
• Works in conjunction with providers, other front office staff, billing staff and medical records to provide proper check-in procedures for patients of Urology Austin.

• Minimum one year physician front office experience, preferably in a surgical practice.
• Basic knowledge of insurance plans, including Medicare and Medicaid.
• Ability to enter patient demographic and insurance information quickly and accurately.
• Excellent customer service and communication skills.
• Excellent organizational skills to maintain multiple physician schedules together with scheduling with area healthcare facilities.
• Proficiency in computer software use, including Word, Excel, and Outlook.

• Assists in scheduling all new and returning patients for Urology Austin, ensuring accuracy as to time and date of the appointment and in capturing patient demographic information and insurance information.
• Schedules procedures/surgeries accurately and timely as directed by Urology Austin providers and/or clinical staff including post-operative/follow up appointments.
• Communicates with patients to explain surgical preparations and instructions.
• Consults with the appropriate provider to obtain clearance that treatment regimen is considered medically necessary before initiating request to the insurance plan.
• Accurately verifies insurance coverage on all surgery/procedure patients.
• Obtains authorizations, pre-determinations and referrals as required to ensure prompt payment.
• Schedules peer-to-peer calls when necessary.
• Provides surgery information/instructions to the patient including medication management, labs, pre-operative, and post-operative treatment plans in a courteous and professional manner.
• Communicates patient benefits and estimated financial responsibility to patient/responsible party.
• Collects estimated patient financial responsibility two weeks prior to scheduled surgery/procedure and/or follows current Urology Austin surgery/procedure collection policies and protocols.
• Coordinates with facilities to ensure operating/procedure room time needed is available for the procedure/surgery and arranges necessary anesthesia coverage as determined by facility policies pertaining to surgery scheduling.
• Reviews surgery schedules two days prior to the scheduled surgery day and checks for errors in scheduling, and/or surgery assistance. Ensures that updates (cancellations or additions) are properly completed.
• Communicates as needed with physicians and other staff about any patient concerns/issues related to scheduling.
• Consults with site manager about any system problems.
• Uses customer service principles and techniques to deal with patients calmly and pleasantly.
• Provides coverage to other areas as needed.
• All other duties as assigned.

Knowledge

• Knowledge of medical practice protocols related to scheduling appointments.
• Knowledge of CPT and ICD-10 codes.
• Knowledge of insurance benefits.
• Knowledge of computerized scheduling systems.
• Knowledge of customer service principles and techniques.

Skills

• Skill in communicating effectively with physicians about scheduling preferences.
• Skill in producing reports about appointment patterns as needed.

Abilities

• Ability to multitask effectively, dealing with phone calls, in-office patients, staff, and others…