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Surgery Scheduler Jobs in Charlotte, NC at Charlotte Eye Ear Nose & Throat Associates, P.A.

Title: Surgery Scheduler

Company: Charlotte Eye Ear Nose & Throat Associates, P.A.

Location: Charlotte, NC

The Surgery Scheduler will be responsible for scheduling surgeries/procedures for multiple ENT physicians. This position will work in our SouthPark office, but may be required to travel to support physicians as business needs arise.

Primary Objective
The Surgery Scheduler is responsible for the coordination of surgical care by serving as primary liaison between physicians, clinical team members and patients both pre-operatively and post-operatively. This position provides administrative support to the assigned physician(s), ensuring that services are administered utilizing professional standards with a strong focus on quality, timely care and exceptional patient service.

Essential Functions

Schedules all surgical procedures for assigned physician(s), including overall coordination of schedule.
Promotes superior service by ensuring high quality clinical care, including scheduling the correct procedure, correct site and equipment every time.
Coordinates instruments and equipment for each procedure, including understanding limitations and requirements.
Timely and accurately completes assigned tasks which include: triaging of incoming calls, working task logs, scheduling appointments and performing other administrative duties as assigned.
Utilizes critical thinking skills in handling patient phone calls ensuring complete follow through and resolution. Seeks physician or management guidance, as needed. Answers and handles calls in an efficient and friendly manner while ensuring all patient phone calls are returned in a reasonable timeframe.
Works with assigned medical center leaders to manage block time.
Verifies physician(s) orders for procedures and diagnoses to ensure all supporting documentation matches. Chooses the correct CPT and diagnosis codes when completing surgical forms.
Consistently documents all patient-related communications within the EHR in an accurate, concise and timely manner so that all parties involved in the patient’s care can access.
Allows adequate time for each procedure, including individual physician requests and room turnover.
Compiles and prepares all necessary surgical documentation, including: clinical notes, consents, diagnostic test results/images, etc. Looks ahead on the schedule identifying and addressing any issues that could affect the patient’s care.
Effectively manages block time, including utilization, potential efficiencies and communication with physicians to identify solutions.
Assists clinical team members with clinic duties as clinic needs dictate.
Ability to meet the physical and mental demands of the position.
The ability to work on-site.
Predictable, reliable, and prompt attendance.

Skills and Abilities

Ability to maintain a high level of precision in judgment, the accuracy of assessment and skill in problem-solving under stress.
Strong knowledge base of medical terminology, medical abbreviations, medical allergies, medications, medical diagnoses and surgical procedures.
Basic insurance carrier and pre-certification knowledge and computer skills.
Proficiency in the use of Microsoft Office and EHR software applications, preferably Epic.
Knowledge of different insurance company requirements.
Ability to react calmly and effectively in emergency situations.
Ability to work under the direction of a physician, on a team and independently.
Ability to adapt to changes in the department.
Follows detailed written and oral instructions.
Ability to examine documents for accuracy and completeness.
Ability to identify problems.

Core Competencies

Patient Focus
Attention to Detail
Information Collection & Management
Multi-Tasking & Adaptability
Personal & Professional Ethics

Clinical Competencies

Medical terminology.
Overall understanding of the surgery specialties, including equipment, case types, and insurance.
Knowledge of examination and diagnostic procedures.
Knowledge of medical equipment and instruments.

Our mission is to be the premier eye, ear, nose, and throat group providing comprehensive, quality, and ethical healthcare to all in the Carolinas; to provide a favorable environment for the delivery of healthcare; and to provide for the wellbeing of the physicians and the employees of Charlotte Eye Ear Nose & Throat Associates, P.A.

Supervisory Responsibilities
Surgical Schedulers report to Operations Supervisors or Operations Managers.
This position has no supervisory responsibilities.

High school diploma or equivalent required.

Minimum 1 year of experience in a medical office setting highly preferred (i.e., ambulatory surgery center, hospital, medical practice) preferred.
Minimum 1 year of experience working within an Internal Medicine, Family Practice, or ENT clinic practice preferred.

Certificates, Licenses, Registrations

BLS Certified

Training Period
60 days to train and orient for proficiency in job functions.

Work Environment
The work environment characteristics described are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The Surgery Scheduler may be required to support multiple physician clinics with the ability to work onsite with potential to work from home as approved in advance with the manager.
The Surgery Scheduler will be seated for the majority of the shift utilizing computer technology to schedule surgeries, answer phones and occasionally meet with patients.
The Surgery Scheduler may also be required to assist in a Physician’s clinic in order to better support the daily operations of the clinic.

Position Type and Expected Hours of Work
This is a full-time, non-exempt position with core hours Monday – Friday, 8:00am – 5:00pm. Hours are subject to variation based upon clinic needs.

Physical and Mental Requirements
The physical and mental demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands:

Frequently required to stand; walk; sit in front of a computer; type; perform repetitive mouse clicks; use hands to finger, handle or feel; and reach with hands and arms to assist patients and/or providers/staff
Occasionally assists with moving or positioning wheel-chair bound patients, clinical equipment, and office supplies up to 100 pounds

Mental Demands:

Ability to problem solve
Ability to work under pressure
Ability to make quick decisions
Ability to use discretion and sensitivity
Ability to work alone for long stretches of time

Travel to various CEENTA locations required dependent upon physician schedules.

Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. In addition to those essential functions identified above, individuals in this position are also responsible for performing other duties or tasks that may be assigned. CEENTA retains the discretion to ad or change the essential job functions of this position at any time without notice.

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About Charlotte Eye Ear Nose & Throat Associates, P.A.