Patient Services Coordinator III

Patient Services Coordinator – Level 3

FLSA STATUS: Non‑Exempt

SUPERVISION RECEIVED: Reports to Surgery Scheduling Lead/Admin

SUPERVISION EXERCISED: None

ASAP is a comprehensive interventional pain practice with twelve locations across Arizona. We pride ourselves on individualized patient treatment programs driven by experienced physicians and a dedicated staff. Our team is board‑certified specialists and non‑physician providers with extensive experience in interventional pain management. We offer a full‑service behavioral health program in Phoenix, making us the first practice in the state to implement such an integration.

Base pay: $20.00/hr – $25.00/hr

• Paid Time Off (PTO)
• Sick Time
• 401(k) Retirement Plan
• Medical, Dental, and Vision Insurance
• Seven Paid Holidays

This position serves as the primary point of contact within each location for surgical scheduling. Primary duties include meeting with patients in the exam room to schedule surgeries as ordered, providing a comprehensive surgical packet with instructions, and ensuring all pre‑surgical orders and requirements are communicated and completed prior to the surgery date.

• Primary Surgical Scheduling
  • Scheduling surgeries with patients live in the exam room as they are ordered.
  • Handing out surgical packets and all pre‑surgical orders/tests that must be completed prior to the surgery date.
  • Scheduling related appointments such as pre and post ops, psych evaluations and DME dispensing/scheduling if authorization is required.
• Manage Surgical Schedules and Block Time
• Check‑Out and Front‑Desk Support
  • Primary responsibility is scheduling surgeries, secondary to checking patients out and backing up to the check‑in person as needed.
  • Schedule all types of appointments for the practice, including but not limited to follow‑ups, procedures, chiropractic, vascular, and other specialty visits.
• Verify and maintain up‑to‑date information on PCPs, specialists, and other providers as needed.
• Update the EMR and maintain accurate, current documentation for all patient interactions and scheduled services.
• Enter new surgical orders into Asana to notify administrative staff of a new order.
• Notify representatives of scheduled surgeries in a timely manner.
• Maintain HIPAA compliance and provide excellent customer service.
• Communicate to leadership when schedules are less than full to maximize clinic, facility, and physician time in a timely manner.
• Answer inbound phone calls in a pleasant manner and pull/return voicemails within 24 hours.
• Schedule appointments appropriately and accurately.
• Communicate with patients and third parties proficiently and professionally.
• Upload incoming records/authorizations into patient charts.
• Establish and maintain positive relationships with external entities.
• Properly update information in the EMR.
• Greets and acknowledges all visitors, informing back office of checked‑in patients.
• Evaluate patient financial status and establish payment plans based upon authority levels.
• Complete and interpret insurance verification and benefits accurately.
• Notify patients, family members, physicians and/or supervisors of network insurance coverage issues that may result in coverage reduction.
• Scan all new patient or updated patient information into computer (photo , insurance cards, referrals, patient paperwork).
• Schedule follow‑up appointments, review patient insurance coverage and notify patient if service requires authorization or referral and send request to PCP via CPS.
• Maintain general knowledge of insurance plans accepted by ASAP.
• Maintain patient confidentiality.
• Stay abreast of medical policies and requirements for surgical procedures.

• High School Diploma / GED or equivalent working knowledge preferred.

• Three to five years’ work experience in a medical office setting.
• Five or more years of work experience with surgical scheduling, authorizations, clearance processes.
• Three or more years of experience communicating with leadership, facilities and surgeons, changes in schedules.
• Three or more years of experience maintaining a surgeon’s calendar.
• Medical office experience preferred.
• Minimum of one…