Ent Surgery Scheduler

Allergy & ENT Associates is looking for an ENT Surgery Scheduler at our Central Admin Office!

What are we about?

As a multi-state, physician-led team of specialized providers and dedicated staff, we are focused on enhancing the well-being of our patients living with allergy, asthma, and sinus conditions. Our mission is simple: to empower individuals to embrace life to the fullest through personalized, comprehensive, and compassionate healthcare.

Address: 10847 Kuykendahl Road, Suite 100

The Woodlands, Texas 77382

Benefits:

Health Insurance

Dental & Vision Insurance

401K

Life insurance

PTO & Holidays

Short- & Long-Term Disability

Position Summary

This position is dedicated to handling patient referrals from outside sources via call, fax or email. Responsible for all surgical scheduling, pre-certification and communication with patients, facilities and offices. Works with management and staff members in a spirit of cooperation and teamwork. Supports the goals and objectives of Allergy & ENT Associates.

Essential Duties & Responsibilities

• Schedules office, ASC and hospital based medical procedures/surgeries for patients with appropriate provider and time/location slot, utilizing appropriate scheduling code. Must ensure provide time is utilized to maximum efficiency.

• Interfaces with appropriate vendor staff to ensure all necessary equipment will be on site for office and hospital based procedures, including scheduling with contracted anesthesia groups if in-house.

• Interfaces with appropriate hospital staff to ensure a cohesive working relationship in providing patient care services

• Confirms patient's insurance information and obtains prior authorization. Understands medical necessity criteria and able to communicate with pre-cert departments. Pre-cert request or pre-determination via electronic submission or as per payer preference.

• Collects patient's estimated OOP prior to surgery.

• Enters notes/special instructions needed for scheduling in the electronic medical record.

• Completes accurate documentation of all conversations with patients regarding procedure/surgery

• Provides accurate, detailed information to patients regarding scheduled arrival, and any other directional information needed; takes appropriate action in responding to questions from patients.

• Works with office locations to coordinate surgeon's schedule and ensure all pre-op procedures are completed, including surgical chart/packet.

• Dedicated to handling referrals for all 16 clinics

• Referrals are addressed within 3 business hours

• Call patients, handle insurance authorizations, schedule appointments, obtain all necessary demographic information, and manage registration updates

• Stays in touch with patients to ensure they complete their referrals

• When a patient does not want to complete the referral, the referring physician's office is notified to follow up with the patient

• Direct patients to providers that are in-network

• Enter referral orders or requests accurately and completely

• Identify and prioritize urgent referrals

• Manage prerequisite testing and information requests across a specialty

• Define appointment types used to schedule referrals

• Run EPM reports to self-audit completed work

• Communication results/following up with the referring provider

• Inform Director of Business Development of "new referring physicians"

• Clear concise professional communication with patients, peers, facilities, etc.

• Assists other members of the department as needed.

• Other duties as assigned by management

Qualifications

EDUCATION AND EXPERIENCE

• High school graduate or equivalent

• 2 years of related experience preferred; related education can be substituted for experience

• Knowledge of health insurance

• Knowledge of medical terminology, HMO, PPO, medical insurance industry and general clerical procedures.

• Ability to operate a multi-line telephone system.

• Must be self-directed and able to work independently

• Attention to detail and focus a must

• Professional, calm and courteous demeanor

• Excellent verbal and written communication skills

COMPUTER SKILLS

• Proficient computer skills and 10-key by touch

• Nextgen EMR a plus

Knowledge, Skills, Abilities

• Safety and Confidentiality

• Follows OSHA regulations and the safety guidelines of the Practice. Follows HIPAA policies and procedures. Respects and maintains patient confidentiality.

• Organization

• Uses time efficiently by prioritizing and planning work activities; is methodical and efficient in structuring tasks to be accomplished.

• Professional Maturity

• The ability to separate emotional feelings from the real issues at hand. The ability to legitimately and objectively challenge the substance of our beliefs and biases of our observations.

• Time Management

• Managing one's own time and the time of others; the ability to shift back and forth between two or more activities or sources of information (such as speech, sounds, touch, or other sources).

• Active Listening

• Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

• Interpersonal Communication

• Writes and speaks effectively based on the psychological, relational, situation, environmental and cultural dynamics within the situation

• Communication

• The ability to write and speak effectively using appropriate convention based on the situation; actively listens to others, asks questions to verify understanding, and uses tact and consideration when delivering feedback to others.

Physical Demands

• Physical Activity Level: Sedentary physical activity performing non-strenuous daily activities of an administrative nature

• Physical Demands: Exerting up to 10 pounds of force occasionally to lift, carry, pull, or otherwise move objects; Substantial movements (motion) of the wrist, hands, and/or fingers in a repetitive manner

Work Environment

Well-lighted, heated and/or air-conditioned indoor office setting with adequate ventilation; Moderate noise (examples: business office with computers and printers, light traffic), daily stair climbing; Typical schedule is Monday through Friday with regular working hours; Occasional overtime may be required.