Job Posting Title:

Surgery Scheduler, Ambulatory Surgery Center, UT Health Austin

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Hiring Department:

Dell Medical School

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

UT Health Austin is the clinical practice of the Dell Medical School at The University of Texas at Austin. The UT Health Austin Ambulatory Surgery Center clinicians collaborate with colleagues at the Dell Medical School, The University of Texas at Austin, and in the community to utilize the latest research, diagnostic, and treatment techniques in every surgical encounter. Fully equipped with the latest technology and IT integration, the Ambulatory Surgery Center is staffed to provide same-day surgical care for patients and is Accredited by the Accreditation Association for Ambulatory Health Care (AAAHC) with Medicare-deemed status. Visit https://uthealthaustin.org/clinics/services/ambulatory-surgery-center

Purpose

This is a full-time position to serve as a key team member in the Ambulatory Surgery Center at UT Health Austin. The Surgery Scheduler is responsible for providing high-level administrative and logistical support, assisting day-to-day operations of the ASC business office and execution of activities to support operational and clinical functions.

Responsibilities

Supports front office as a surgery scheduler by preparing for procedures, confirming surgeries, coordinating cancellations/reschedules, organizing medical record documents, reviewing insurance benefits and eligibility and conducting chart audits.

Performs data entry, updates patient information, demographics and insurance information using multiple electronic management systems. Liaises with physician office staff and schedulers. Manages EMR inbox for incoming patient and interdepartmental messages. Ensures patient health care benefits cover required surgical procedures.

Contacts patient’s insurance company to verify coverage levels and works with individuals to educate them on their benefits information. Provides response and assistance to patients using multiple platforms, including EMR, text messaging, phone, email, etc. Maintains knowledge of all contracted payors, including private insurance, veteran’s coverage, Medicare/Medicaid. Conducts ongoing maintenance of authorization and re-authorization for surgery. Verifies Medicare eligibility and recognizes CPT codes that require additional authorization. Ensures correct billing procedures are followed for facility and provider fees.

Coordinates with ASC Leadership to review business office policies and procedures. Participates in the collection and analysis of patient outcome data to optimize patient and organizational outcomes. Builds resources to supplement the implementation of strategic initiatives and ASC projects. Practices as an Athena Super User and remains available for technological support for all ASC staff. Keeps EMR up to date with documentation, discharge instructions, etc. Cross-trains staff to improve the overall function of the business office.

Coordinates front office functions, manages the phone system, maintain standard office equipment, office supplies, and support other business office staff members when necessary. Greets and interact with all visitors to the ASC including patients, vendors, delivery, patients, family members, and UT Health Austin staff.

Performs other related duties as assigned.

Required Qualifications

High school graduation or GED plus 2 years of relevant experience. Professional verbal and written communication. Ability to anticipate needs and follow through with internal and external customers. Exceptional customer services skills, awareness and phone etiquette. Knowledge of basic medical terminology and proficiency in basic math skills. Basic knowledge of MS Suite (Word, Excel) and use of a computer, printer and fax machine. Ability to maintain and respect the confidential nature of medical information. Ability to use experience and judgment to plan and accomplish goals. Ability to read and interpret documents such as charts, safety rules, operating and maintenance instructions, and procedure manuals. Ability to function in a fast-paced environment and maintain flexibility according to the needs of the Center.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bilingual in English and Spanish. Experience with Smartsheet, REDCap, or other project management tool. Prior experience in a medical or surgical role, preferably in a multi-practice, hospital or ambulatory surgery center setting. Experience working with Electronic Health Records systems. Knowledge of operating a multi-phone system or electronic telephone software system.

Salary Range

$45,000+ depending on qualifications

Working Conditions

Work hours are variable based on patient care needs but are generally Monday-Friday

Ability to sit and stand for prolong periods of time, ability to walk, some bending, stooping and stretching

Ability to perform overhead and low reaching activities

May work around standard office conditions

Repetitive use of a keyboard at a workstation

Use of manual dexterity

Physical strength for equipment needs and patient care activities; may require frequent lifting/moving up to 50 pounds and occasional lifting/moving in excess of 50 pounds

Exposure to noisy equipment

Subject to varying and unpredictable situations, high stress/pressure, handles emergency or crisis situations, regular interaction with emotional patients and/or family members

Required Materials

Resume/CV

3 work references with their contact information; at least one reference should be from a supervisor

Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.  You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.  Documents need to be presented no later than the third day of employment.  Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

E-Verify Poster (English) [PDF]E-Verify Poster (Spanish) [PDF]Right To Work Poster (English) [PDF]Right To Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.