Surgical Coordinator

Key Responsibilities

*See below for supplementary language regarding Specialty Specific Requirements (e.g., surgeon specialty or number supported) as applicable.

• Plan, implement, coordinate, evaluate and promote the continuity of care consistent with established standards and practices 

• Review with patient, their medications and health history; may impact surgical clearance from other care providers

• Coordinate tasks associated with case scheduling to include completion of all required pre-surgery/procedure tasks, based on type of case:

• • Coordinate pre-operative appointments with/for the patient

  • Notify any needed representatives of surgery case (e.g., Vendors, First Assists, etc.)

  • Confirm/verify if a special product needs to be ordered for the case

  • Coordinate, schedule, and authorize pre-operative clearance testing and any diagnostic imaging, (e.g., CT, MRI, US, X-Ray)

  • Complete & send all required scheduling documentation to surgical facility (include authorization/pending authorization info)

  • Complete and send History and Physical, surgical order, and any required documentation to physician for review/signature

  • Complete & send surgical facility consent form with patient & physician signature

  • May manage “Global Period” alerts in EMR and/or Practice Management System for applicable surgeries

  • Scan any surgery documents into EMR as applicable (e.g. signed surgery orders, consents, cardiac clearance, authorizations)

• Review with patient name of procedure/surgery to be performed

• Review with patient any embedded protocols, notifications and/or tasks to be completed

• Discuss with patient any/all preparations including bowel preps

• Confirm surgery scheduled date with the patient, facility and anesthesia

• Requests and ensures appropriate authorizations are obtained in a timely/effective manner for all scheduled procedures/surgeries.

• • For insured patients, determines necessary authorization and pre-certification for surgery and other necessary surgical services with the proper Procedure (CPT) and Diagnosis codes (ICD-10}

  • Reviews, audits, and adheres to medical policy as outlined by payors to ensure accurate authorization and ensure no delay in reimbursement

  • Serve as a patient advocate and serves as a liaison between the patient, payor, office and facility to answer questions and escalate issues.

  • Maintains working knowledge of surgical authorization requirements to prevent delays and denials.

• Ensure reports (e.g., Pathology, OR, other) are captured in chart

• • Surgical pathology reports are in chart

  • All patients have returned to the office as ordered (including stent removals/exchanges) 

  • Obtain missing Pathology reports

  • Schedule any needed appointments not already scheduled, either self or via Physician clinic scheduler as appropriate

• Release any OR blocks with surgical facilities in accordance with stated policy to avoid penalties associated with OR utilization rates

• Administer and process financial and patient care commitments (with any additional staff as appropriate)  

• • Notify appropriate personnel of a subject procedure for any type of prepayment/collection performed

  • Provide any needed contact information for financial questions/concerns

  • Obtains all required authorizations

  • Facilitates and schedules consultations, pre-testing, diagnostic tests or procedures, referrals and future appointments for patients

  • As necessary, facilitates communication between patient/family and interdisciplinary team and coordinates services related to patient care.