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The University of Miami/UHealth Department of Orthopedics is currently seeking a full time Surgery Scheduler 3 to work in Miami, FL. The Surgery Scheduler 3 (H) acts as liaison between patients, professional staff, and physicians by scheduling and coordinating all necessary functions for surgical and diagnostic procedures. Further, the Surgery Scheduler 3 (H) acts as a lead for scheduling staff and oversees their functions to ensure accurately and timely scheduling practices. The incumbent may assist with training and onboarding new team members.

CORE JOB FUNCTIONS                                                                                                          

Obtains pre-authorizations for procedures as required by insurance companies.

Oversees, produces, and distributes all surgical and procedural schedules to physicians and departments.

Collaborates with patients, families, staff, and providers within the office and the greater community to schedule surgeries, pre-op physicals, and testing.

Coordinates with hospitals and vendors for special cases or circumstances.

Identifies ways to streamline surgical scheduling process and provides suggestions to managing staff.

Ensures electronic systems and scheduling tools are up-to-date and operating smoothly, and contacts appropriate personnel to resolve any issues.

Ensures documentation is complete to support accurate billing of surgical procedures.

Adheres to University and unit-level policies and procedures and safeguards University assets.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

CORE QUALIFICATIONS                                                                                                         

Education:

High School diploma or equivalent

Experience:

Minimum 5 years of relevant experience

Knowledge, Skills, and Attitudes:

Ability to communicate effectively in both oral and written form.

Skill in completing assignments accurately and with attention to detail.

Ability to process and handle confidential information with discretion.

Ability to work independently and/or in a collaborative environment.

Proficiency in computer software (i.e. Microsoft Office).

DEPARTMENT ADDENDUM

Department Specific Functions

Receives requests for surgery date, either by facsimile, telephone call or in person by physician, secretary, or patient.

Obtains all pertinent information to schedule case, including demographics (e.g., estimated time of surgery, procedure, diagnosis, length of surgery etc.). Either by identifying the patient in the IDX system or by contacting patient. That information is used to complete the Surgical Data Form. Schedules patient in the OR book. In addition, procedures are posted in the OR System at JMH, Uhealth Towers, and the Lennar Foundation Medical Center.

Contacts patients to inform them of surgery dates, time, location. Also inform patients of lab work (requirements and whether referrals or authorizations are needed.

Completes and faxes order forms for lab work for patients that have HMO insurances with which we do not have a contract. All other insurances, HMOs that we are contracted with, and self-pay patients can have their labs done at the specific facility where surgery are being performed.

A Pre-Operative Coordinator will contact the patient via phone for telephone screening or in person at the surgical facility.

The pre op nurses will schedule the patients for labs. If not, a copy is given to patient to take to PCP. In addition to lab requests, copies of signed Consent Forms and Physician Orders are faxed to the hospital pre op offices.

The OR Log is updated to show that these documents are received.

Surgical schedules for the upcoming week are given to physicians at the end of each week.

Verifies benefits and obtain all pertinent information regarding deductibles, out of pocket (met/unmet) and claim payments.

All deductibles, out of pocket payments and patients’ percentage of balance after insurance after insurance payments are indicated to patients and collected prior to service date. (Based on patient’s financial situation, sometimes physicians give authorization to work out a payment plan with patients). We do not accept payment from patients. We refer the patient to the finance department of the hospital where they are having their surgeries at.

Schedules Pre and Post Operative appointments making sure referrals and authorizations are obtained for these visits.

Codes procedures and diagnoses (physician should be doing their own coding).

Contact insurances to request authorizations, supplying them with all required information.

Make corrections on patients’ registration/insurance information, if necessary, based on information on file at insurance company e.g., ID# subscriber, etc.

Contact patients two to three days prior to surgery, (depending on how much time was given to schedule the surgery) to remind them of date, time, location of procedure. Also, to verify that the necessary lab work was done and that the results were faxed to the proper facility.

Submit copies of surgical data form to billing department and file copies in office records.

Contacts International Health Center to give pertinent information for physician’s fees (procedure codes, etc.).

Hospital is also contacted for estimated charges based on number of days, etc.

Requests copies of current clinic notes from physicians’ secretary for submission to insurance companies to be used for issuance of authorizations. If notes are not received, a list is sent to secretaries indicating the missing notes. Prior to making the list the chart-script is accessed on the computer in the POD to see if the physician has dictated. If so, then a copy is retrieved. In most cases, there is no dictation.  Other duties as assigned by supervisor.

Enroll patient in clinical studies research for the joint service line.

Enroll patient in Patient Ique and initiate the Rapt tool study.

Research Study Coordinator, responsible for conducting clinical trials using good clinical practice (GCP) under the auspices of the Principal Investigator (PI), Dr. Hernandez, Orthopedic Surgeon.

TracPatch:  Explain to patient that this is a devise that will be placed in their knees.  This device will track their range of motion.  Patient as well as the surgeon will be able to see how patient has been improving before and after surgery.  Mrs. Cid will follow up patients with Tracpatch daily and review data uploaded daily

Takes urgent calls for the total joint’s orthopaedic surgeon after hours.

Patient IQ:  Check patient chart to see if they have any outstanding task.  If they do give patient, the tablet.

Recovery Coach:  Provide patient with questionnaire forms and provide explanation of questionnaire. Explain to patient that this questionnaire will be given now and at 6 weeks to see how their progress has been.

Penicillin/Iodine: Provide patient with questionnaire forms and explain that this is a study we are doing to see if patient is allergic to either Penicillin/Iodine or why.

Dexon Study: Explain to the patient that is a devise they put in the stomach (it’s a stick on) to check the glucose for two weeks. 

Triage calls for patients that are having post op complications, questions, or concerns and escalate orthopaedic providers.

Releases orthopedic total joints UHT Operating rooms when not utilizing them.

Schedule surgery cases at Jackson South for Dr. Vilella.

Be the lead surgery scheduler and train new surgery schedulers when they are hired by the orthopaedic department.

Schedule surgeries for total joints that will be operating at our new location Doral.

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The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for.

The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.

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