Patient Services & Surgery Scheduling Coordinator - Nwsc

Surgery Scheduling Coordinator

The Surgery Scheduling Coordinator provides front-office support and coordinates the scheduling of surgical procedures at the Northern Wyoming Surgical Center. The position serves as a primary point of contact for patients, families, physicians' offices, visitors, vendors, and callers and supports accurate, efficient communication throughout the Center. The Coordinator is responsible for obtaining and entering required scheduling and patient demographic information, maintaining accurate schedules and records, supporting patient registration, and coordinating schedule changes with the appropriate clinical and office personnel.

The Coordinator is responsible for providing professional reception and telephone support, including greeting patients and visitors, routing calls, taking accurate messages, and directing individuals to the appropriate personnel. They assist patients with required registration and admission paperwork and notify clinical staff of patient arrival in a timely manner. They maintain awareness of patient family members, responsible adults/drivers, and visitor flow as appropriate to support Center operations and patient discharge processes.

They receive and distribute mail, deliveries, and other incoming materials and perform general clerical and administrative duties as assigned. They support appropriate access and identification of vendors, pharmaceutical representatives, equipment representatives, and other visitors in accordance with policy and patient confidentiality requirements.

The Coordinator prepares patient charts and required forms, labels, demographic information, and other documentation in advance of scheduled procedures as applicable. They schedule surgical procedures using complete and accurate information received from physician offices, including patient demographics, procedure information, insurance information, and other required scheduling data. They coordinate surgical scheduling based upon approved physician block time, Center capacity, patient needs, and established clinical and anesthesia availability.

They communicate additions, cancellations, rescheduling, and other schedule changes promptly to appropriate clinical, anesthesia, business office, and physician-office personnel. They enter and maintain accurate patient demographic, insurance, contact, and medical-record information in applicable Center systems. They collaborate with the Business Office Manager, Clinical Administrator, clinical staff, anesthesia personnel, and physician offices to identify and resolve scheduling issues that may affect patient care or Center operations.

The Coordinator protects patient privacy and confidentiality and ensures patient information is handled in accordance with policies and applicable privacy requirements. They receive and safeguard patient payments, checks, and credit-card receipts as assigned and transfer funds and documentation to the Business Office Manager in accordance with established procedures. They follow established emergency communication procedures and place calls to emergency agencies or other designated resources when directed or required.

They maintain a professional, organized, clean, and welcoming reception and patient waiting area. They participate in Continuous Quality Improvement (CQI), safety, staff education, meetings, and other Center activities as assigned. They promote professional communication, teamwork, accuracy, timeliness, and a positive patient and physician experience. They perform other reception, scheduling, clerical, and business office duties as assigned by the Business Office Manager.