The Ear, Nose, Throat, and Plastic Surgery Associates Looking for Supervisor Surgery Scheduling at Winter Park, FL Full Time

SUMMARY

Assures physicians are scheduled efficiently in offices and operating rooms. Oversees the daily operation of the surgery scheduling department. Meets with department on a regular basis and conducts one on one meetings with team members regularly. Backs up surgery schedulers in all the offices. Makes sure department is running smoothly by performing the following duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Directly manages employees in the Surgery Scheduling department. Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include training employees; planning, assigning, and directing work; addressing complaints and resolving problems.

Oversees the day-to-day activities in the surgery scheduling department. Assures everyone has the tools and support needed to do their jobs, monitors their performance, assures department adheres to policies and procedures of the department and office. Monitors the trends and metrics of the department and evaluates the strategic goals and imperatives with the guidance of Senior Leadership.

Assists the surgery schedulers in determining when they need to pull physicians for urgent cases and from which office.

Develops department policies and procedures and updates all forms in Mod Med needed and used by the surgery scheduling department, making sure all forms and handouts are appropriately approved and that each scheduler has originals of the correct forms.

Troubleshoots any difficulties encountered by the schedulers in getting their jobs accomplished including difficult patient situations.

Trains new department employees. Backs up the surgery schedulers in each office when needed. Requests assistance with pre-certing and scheduling when necessary. Assures appropriate distribution of workload.

Acts as the major contact person with our surgery facilities. Assists in coordinating block booking. Trouble shoots problems. Helps arrange any special equipment needed for surgeries. Orders any supplies needed from the surgery facilities. Calls facilities and verifies cases booked for that week.

Coordinates quarterly meetings for the surgery scheduling department to facilitate communication and participates in department manager meetings and general office staff meetings.

Assists in blocking schedules in Mod Med for the physicians, physician assistants, etc.

Manages team effectively to ensure quality process in regard to coordination of schedules and re-schedules patients’ surgical, pre-op, and post-op appointments. Strives for efficient use of physicians’ time and patient convenience, when possible, in additional to verifying patient insurance information. Coordinates with team to complete all pre-certification and pre-determinations in a timely manner prior to surgery. Informs patient of their financial obligation related to their surgery including pre-payment required. Keeps track of co-pays or balances owed by patient for surgery or office visits pertaining to surgery.

Communicates with patients in a prompt, pleasant and helpful manner. Verifies necessary information and records pertinent information in the medical record.

Maintains quality process and updates information on the physicians’ surgery schedules in the computer in the appropriate format and through written and verbal communication when necessary.

Monitors and creates process to ensure that all calls and messages are being attended to regarding patient surgical appointment and testing.

Ensures patients’ charts are prepared and followed up with pre-op paperwork with clinical staff in a timely manner prior to pre-op appointment, including patients, physicians, clinical staff and office supervisors, practice administrator, and front desk of each office and other staff members, when appropriate, of any changes in the current week’s schedule.

Maintains positive professional relationships with schedulers and management teams in the facilities utilized by our offices.

Maintains patient confidentiality in accordance with HIPAA standards.

Represents the practice as part of the management team to the community and within the practice in a positive professional manner. Participates in manager meetings, helps in identifying and resolving practice issues. Actively participates in general office staff meetings. Ensures policies and procedures are being adhered to office wide.

Works in coordination with the Site Supervisor in the Altamonte Springs office (see Office Manager Job Description). Is familiar with the responsibility of this designation. Represents management in a positive and professional manner.

SUPERVISORY RESPONSIBILITIES

Directly supervises employees in the Surgery Scheduling department. Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include training employees; planning, assigning, and directing work; addressing complaints and resolving problems.

QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Minimum or 2 years related experience in Surgery Scheduling, Bachelor’s degree preferred and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS

Understands basic medical terminology. Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to patients or other employees of the organization.

REASONING ABILITY

Able to interact with physicians, other managers, and employees in concise professional manner. Able to deal with stressful situations and handle pressure. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS

This job does not require any specific certificates, licenses, or registrations.

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand, walk, and sit. The employee is occasionally required to use hands to finger, handle, or feel. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Type: Full-time

Pay: From $50,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Winter Park, FL 32792: Reliably commute or planning to relocate before starting work (Preferred)

Experience:

• Customer service: 1 year (Preferred)
• Medical terminology: 1 year (Preferred)
• Computer skills: 1 year (Preferred)

Work Location: One location