Sr. Practice Assistant - Surgical Coordinator

Education
High School Diploma or Equivalent required

Can this role accept experience in lieu of a degree?
No

Licenses and Credentials

Experience
office experience 3-5 years required

Knowledge, Skills and Abilities
- Strong technology and MS Office skills - Advanced Outlook, Word, Excel, PowerPoint Knowledge of office operations and standards and understanding of office procedures including filing, copying, scanning, printing and faxing.
- Ability to use phone system and manage more non-routine phone calls and solve routine issues as appropriate.
- Communicating effectively in writing as appropriate for the needs of the audience and Talking to others to convey information effectively.
- Understanding written sentences and paragraphs in work related documents, to correspond and communicate with others clearly and effectively (including composing/editing e-mail, memos and letters), and to take complete and accurate messages.
- Managing one's own time and the time of others.
- Well organized and good time management skills to manage multiple tasks effectively, follow established protocols, and work within systems.
- Ability to proofread and edit written documents.

Schedule all patient testing requested by attendings, carefully and knowledgably instruct patients, all in as timely a manner as possible and according to the attending's directions. Liaison between departments in the hospital and clinic for patient care. Ensure appropriate methods of requisitions for patient testing is communicated to appropriate departments or institutions.

Coordinate and communicate, both verbally and in written form, to all preoperative patients regarding preoperative testing, day of surgery, admission process, etc., in a manner that both instructs patients and alleviates their concerns, in as timely a manner as is possible. Confirm all testing and operative instructions with patients. Direct all medically related questions to the appropriate physician assistant staff.

Arrange outside hospital transfers and any admissions to the Thoracic Surgery Service.

Schedule in as timely a manner as possible all operative cases for the Division through Epic and with the OR front desk using detailed knowledge of each surgeon's schedule, the operating room schedule, and the time and any special equipment needed for each procedure.

Schedule pre-admission testing center appointments, radiological testing, laboratory testing, and any other required preoperative testing prior to the operative date.

Review and update daily OR schedule, Epic, and Snapboard. Print out weekly OR schedule for each surgeon's clinic to assess available OR time during the clinic. Makes changes as necessary and/or requested by physician.

Effectively interact with different departments within BWH and with outside agencies and institutions. Schedule testing at outside institutions and arrange data transfer back to the Division as necessary. Include documentation of scheduling of outside institution testing. Review that most recent data is available for the attending and that the surgeon has examined all pertinent data.

Coordinate with admitting any necessary pre-certifications for surgery and attain any authorization/certification required for ordered testing.

Check Surgical Scheduling voicemail box at least twice daily (once in morning, once in afternoon), and return all patient calls within one business day.

Utilize Epic to schedule all patient testing and any coordinating clinic appointments in as timely a fashion as possible (i.e. at time of booking, while patient is still in office if possible; if not, follow up with patient via telephone and confirm by telephone and mailed letter as soon as possible.).

Utilize Epic to check for and obtain all necessary insurance authorizations/precertifications prior to testing. Coordinate effectively with admitting office to obtain all necessary insurance authorizations/precertifications for surgery, working with others in the division as appropriate to provide admitting/insurance company with any required supporting documentation.

Schedule surgeries and pre-admission testing in Epic in as timely a fashion as is possible (i.e. at time of booking, while patient is still in office if possible; if not, follow up with patient via telephone and confirm by telephone and mailed letter as soon as possible).

Proactively, professionally, and effectively interact with different departments within BWH and with outside agencies and institutions in a professional manner and timely fashion. Emphasis is placed on what is needed for pre-operative patients and their post-operative care.

Proactively, professionally, and effectively interact with patients and members of the Division to ensure that patient concerns are addressed and followed up by the appropriate personnel within the division in a timely fashion.

All other duties as assigned by manager.