Hoffman Estate Surgery Center - Business Office Specialist

About Regent Surgical Health

Since 2001, Regent Surgical Health has been a leader in developing and managing successful surgery center partnerships between hospitals and physicians. We continually improve and evolve the ASC model based on changing market conditions to stay ahead of emerging trends. From this vantage point, our team has developed proprietary ASC ownership models that give both physicians and hospitals what they need to ensure long-term clinical and financial success.

Position Summary

Under the direction of the Business Office Manager or Center Administrator, the Business Office Specialist (BOS) can assume responsibility for multiple business office functions based on the needs of the Center. Functions may include any combination of insurance verification, front desk coordination, surgery scheduling, medical records coordination, credentialing, collection of financial responsibilities, administrative assistance, and other business office operations as assigned and trained by the Business Office Manager.

This role requires strong communication with patients, internal colleagues, physician offices, vendors, and external partners; attention to detail; and knowledge of healthcare insurance plans, billing procedures, credentialing processes, and other primary functions associated with a medical practice. This position also serves as a platform for cross-training and professional development across all business office functions.

Duties/Responsibilities

Front desk coordination:

• Answer and triage phone calls, greet and speak with patients and family members in a friendly and compassionate manner.
• Monitor the main entrance and serve as first point of contact for all visitors at the Center. Maintain daily visitor log.
• Prepare welcome packets and necessary documentation for next day cases.
• Provide welcome packets, and check-in patients including collecting and scanning of documents, verify, and input patient data.
• Print estimate forms and obtain patient signature. Collect payment as needed or set up payment plans.
• Give appropriate instructions to patients and family members at the time of admission regarding expectations of the day.
• Apropriately record information in patient’s medical record including the download of information from EHR/paper chart to EMR.
• Responsible for vendor credentialing and access of vendors to the Center.
• Maintain waiting area and the front desk area in a neat and orderly manner.

Credentialing

• Coordinate and oversee vendor and physician credentialing activities in accordance with Center policies, accreditation requirements, and regulatory standards.
• Maintain accurate and up-to-date credentialing files and documentation for physicians, vendors, and other approved personnel.
• Track expiration dates for licenses, certifications, insurance coverage, and other required credentialing documents and ensure timely renewals.
• Facilitate onboarding and credentialing processes for new physicians and vendors.
• Serve as a liaison between the Center, vendors, physicians, credentialing organizations, and regulatory agencies as needed.
• Ensure compliance with all credentialing standards and maintain readiness for audits, surveys, and accreditation reviews.
• Monitor vendor access requirements and maintain vendor credentialing systems utilized by the Center.

Surgery Scheduling

• Receive and review surgery requests from surgeon’s offices and ensure all information is complete and entered into EMR.
• Coordinate with surgeons, patients, and the surgical team to ensure smooth scheduling and efficient use of resources.
• Resolve scheduling conflicts as they occur and manage late bookings as they occur.
• Obtain pre-authorizations, collect demographics, and relevant documents needed for booking the case.
• Record special equipment or implants as needed for surgical procedures and notify appropriate parties including pain blocks, anesthesia, and neuromonitoring.
• Manage and maintain block scheduling; review statistics associated with block utilization and provide recommendations based on trends.
• Maintain accurate and up-to-date patient records and documentation.

Insurance Verification

• Verify insurance coverage by confirming…