Surgical Coordinator - Maryland Oncology

Are you looking for a Great place to work? Our team at Maryland Oncology Hematology is looking for "star" talent. If you believe you have what it takes to create a rewarding experience for our Physicians, patients, and team members, we would enjoy the opportunity to speak with you!!!

Maryland Oncology Hematology is dedicated to providing the most advanced cancer care available anywhere in an atmosphere of caring compassion.  We have over 15 convenient locations throughout Maryland and in DC. 

Under minimal supervision, dedicated to internal surgery scheduling from physician’s orders as directed by the physician. Close working relationship and good communication with physician a must. Reserve operating room date and time. Schedule anesthesia and surgical assistant and any outside surgical representatives and/or equipment necessary for procedure. Provide patient with pre-operative testing information ordered by physician. May be required to obtain any pre-operative testing results requested by physician and take appropriate actions as directed by Physician. Obtain necessary insurance authorization and pre-certification from insurance company with the proper Procedure (CPT) and Diagnosis codes (ICD-10). Communicate to the patient surgical information, all necessary prep the date/time/location of the appointment. May help orient, train and assign work of lower level employees. Supports and adheres to the US Oncology Compliance Program, to include the Code of Ethics and Business Standards

*See below for supplementary language regarding Specialty Specific Requirements (e.g., surgeon specialty or number supported) as applicable.

• Plan, implement, coordinate, evaluate and promote the continuity of care consistent with established standards and practices 
• Review with patient, their medications and health history; may impact surgical clearance from other care providers

• Coordinate tasks associated with case scheduling to include completion of all required pre-surgery/procedure tasks, based on type of case:
  • Coordinate pre-operative appointments with/for the patient
  • Notify any needed representatives of surgery case (e.g., Vendors, First Assists, etc.)
  • Confirm/verify if a special product needs to be ordered for the case
  • Coordinate, schedule, and authorize pre-operative clearance testing and any diagnostic imaging, (e.g., CT, MRI, US, X-Ray)
  • Complete & send all required scheduling documentation to surgical facility (include authorization/pending authorization info)
  • Complete and send History and Physical, surgical order, and any required documentation to physician for review/signature
  • Complete & send surgical facility consent form with patient & physician signature
  • May manage “Global Period” alerts in EMR and/or Practice Management System for applicable surgeries
  • Scan any surgery documents into EMR as applicable (e.g. signed surgery orders, consents, cardiac clearance, authorizations)

• Review with patient name of procedure/surgery to be performed
• Review with patient any embedded protocols, notifications and/or tasks to be completed
• Discuss with patient any/all preparations including bowel preps
• Confirm surgery scheduled date with the patient, facility and anesthesia
• Requests and ensures appropriate authorizations are obtained in a timely/effective manner for all scheduled procedures/surgeries.
  • For insured patients, determines necessary authorization and pre-certification for surgery and other necessary surgical services with the proper Procedure (CPT) and Diagnosis codes (ICD-10}
  • Reviews, audits, and adheres to medical policy as outlined by payors to ensure accurate authorization and ensure no delay in reimbursement
  • Serve as a patient advocate and serves as a liaison between the patient, payor, office and facility to answer questions and escalate issues.
  • Maintains working knowledge of surgical authorization requirements to prevent delays and denials.
• Ensure reports (e.g., Pathology, OR, other) are captured in chart
  • Surgical pathology reports are in chart
  • All patients have returned to the office as ordered (including stent removals/exchanges) 
  • Obtain missing Pathology reports
  • Schedule any needed appointments not already scheduled, either self or via Physician clinic scheduler as appropriate
• Release any OR blocks with surgical facilities in accordance with stated policy to avoid penalties associated with OR utilization rates
• Administer and process financial and patient care commitments (with any additional staff as appropriate)  
  • Notify appropriate personnel of a subject procedure for any type of prepayment/collection performed
  • Provide any needed contact information for financial questions/concerns
  • Obtains all required authorizations
  • Facilitates and schedules consultations, pre-testing, diagnostic tests or procedures, referrals and future appointments for patients
  • As necessary, facilitates communication between patient/family and interdisciplinary team and coordinates services related to patient care.

High School diploma or equivalent required. Position requires at least three years of Surgical practice/office work experience including work in insurance authorization, insurance verification and/or scheduling with ability to explain patient responsibility in accordance with their benefits plan (as applicable).  Knowledge of medical and surgical terminology required. Must have excellent communication skills, written and verbal, with ability to multitask. Proficiency with computer systems and Microsoft Office (Outlook, Word, and Excel) required.

Working Conditions:

Environment (Medical Clinic, Physician Suite):

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.  There is a possible exposure to communicable diseases, toxic substances, ionizing radiation, medical preparations and other conditions common to an oncology/hematology/or surgery center environment.

Physical Requirements (Lifting, standing, etc.):

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.  Requires full range of body motion including manual and finger dexterity, and eye-hand coordination.  Occasionally lifts and carries items weighing up to 40 lbs.  Requires corrected vision and hearing to normal range.

 (This description is general in nature and is not intended to be an exhaustive list of all responsibilities.  Other duties may be assigned with or without an addendum as needed to meet company goals or site/location specifics.)

*Specialty-Specific Responsibilities

Single Surgeon Scope

• Position Summary: Complete tasks associated with case scheduling to include completion of all required pre-surgery/procedure tasks, based on type of case
• Key Responsibilities:  Work closely with physician to understand preferences for sequencing of cases for each day.
• Minimum Job Qualifications:  Three years of experience working with a surgeon in a full service capacity for the patient from financial coordination to surgical procedure

Multi Surgeon Scope

• Position Summary: Complete multiple tasks associated with case scheduling for multiple providers to include completion of all required pre-surgery/procedure tasks, based on type of case
• Key Responsibilities:  Sequence, prioritize, follow up, and multi-task, multiple provider inputs  
• Minimum Job Qualifications: Five years of experience preferred working with multiple surgeons, setting and preparing for surgical procedures

Surgeon Specialties

• Breast:  One year of experience in and knowledge of breast related surgical coding/procedure preferred
• Gynecological:  One year of experience in and knowledge of gynecological related surgical coding/procedure preferred
• Other:  One year of broad-based/general experience in surgical coding/procedure preferred