Access Coordinator II - Surgery Scheduler

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A Brief Overview

The Access Coordinator II is the point of contact for all referrals and patients from initial phone call until start of treatment including receipt of clinical and demographic information required for initial visit or procedure. This position is responsible for receiving and processing all incoming phone calls, and web requests from patients, families, and referral sources. This position has two main areas of responsibilities; the employee can be responsible of one of them or both.

Access to Appointments: This position completes pre-registration, coordinates appointments; collects registration information, and works with the schedulers to coordinate appointments for patients before and/or after their first visit.  This role also assists patients in retrieving all materials necessary for their initial appointment and ensuring that all have been reviewed as appropriate by the clinical team prior to the initial patient appointment.  This position also serves as a liaison between patients/families and the financial counselor(s) and case managers.

Access to Procedures: This position completes all tasks related to scheduling procedures, will need to plan and facilitate scheduling of surgeries to optimize patient flow and physician utilization of OR time; schedule related tests; coordinate pre-procedure visits with the Anesthesia Resource Center. Verifies insurance eligibility, active referrals, and initiate pre-certification process.

About the Division:

The ideal candidate will have prior surgery scheduling experience.

What you will do

• Educates referrer/family about next steps and what is required for initial visit to CHOP
• Assists schedulers in coordinating complex appointments, procedures, and services
• Obtains insurance information and coordinates with Financial Counselor to verify benefits and to obtain proper authorization(s)
• Obtains all clinical information required for initial visit
• Receives and tracks clinical documents from external hospitals to centralize process and minimize loss of documents; communicates receipt of documents to appropriate clinical team(s) in preparation for the visit
• Assists in development of systems and processes which automate referrer communications
• Works closely with clinical teams while physically located in clinic work space.
• Conducts interview with the patient and family in person or over the phone to schedule surgery by utilizing surgical block time efficiently and in accordance with divisional procedures.
• Manages OR utilization by maximizing OR time and releasing unused OR block time in a timely fashion
• Prepare charts and weekly OR schedule in a timely manner including all necessary clinical paperwork, ensuring electronically signed consent is in EPIC or scanning paper consent and all clinical information pertaining to the surgery into EPIC, obtaining clearances prior to surgery and other tasks assigned by the division.
• Obtains all pertinent data for pre-certification; responds to Pre-Cert department's request for additional clinical information including photos, letters of medical necessity, visual field results, etc.
• Schedules post-operative appointment and ensures families receive pre-surgical information packet.
• As necessary, obtains medical clearances prior to surgery and scans all clinical information pertaining to the surgery into EPIC.
• Ensures surgical portions of physicians' calendars are updated in Outlook (take out part of this section because my schedulers are also the secretaries) to ensure schedule accuracy. Releases unused OR time in a timely fashion.
• Support Physicians on any Administrative task assigned by the manager.

Education Qualifications

• High School Diploma / GED - Required

Experience Qualifications

At least three (3) years Coordinator experience Required and 

Previous experience in fast paced pediatric healthcare environment, scheduling experience Required

Advanced experience in complex scheduling Preferred

Skills and Abilities

Individual must be organized, dependable, and able to make independent judgments.

To carry out its mission, CHOP is committed to supporting the health of our patients, families, workforce, and global community. As a condition of employment, CHOP employees who work in patient care buildings or who have patient facing responsibilities must receive an annual influenza vaccine. Learn more.

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SALARY RANGE:

Salary ranges are shown for full-time jobs. If you're working part-time, your pay will be adjusted accordingly.

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At CHOP, we are committed to fair and transparent pay practices. Factors such as skills and experience could result in an offer above the salary range noted in this job posting. Click here for more information regarding CHOP's Compensation and Benefits.