Perioperative Billing and Scheduling Coordinator

Job Summary

Under general supervision the Billing and Scheduling Coordinator is responsible for accurate billing coding and posting of surgical billing logs procedures and services ensuring proper insurance claim submission and resolution of billing issues within the Perioperative Services including responsibility for but not limited to charge capture billing reconciliation data validation surgical scheduling administrative services requiring the knowledge of departmental practices and procedures supply and equipment order processing.

Primary Responsibilities
The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all job responsibilities performed.

Billing Charge Capture:

1. The Surgical Billing Coordinator is responsible for accurately entering and managing all Operating Room charges including time supplies and services. This role involves reviewing charges from the Operating Room Endoscopy and Post Anesthesia Care Unit ensuring data accuracy and compliance. The coordinator will also provide administrative billing and systems support as part of the business operations team.

2. Ensuring all OR charges for time supplies and services are entered correctly.

3. The Billing Coordinator collects analyzes prepares and submits patient billing information for surgical services and supplies used within the Operating Room. Collects and maintains statistical data to ensure resources are used effectively.

4. Collaborates daily with the appropriate nursing personnel and respective staff from the Department of Anesthesia in coordinating surgical schedules to provide optimum use of the operating rooms and facilities.

5. Proactively communicates with the appropriate clinical staff regarding special requests for personnel equipment and facilities; Ensures all vendors are added to the Vensero implant vendor system; scheduling conflicts arising from resource requests are resolved with management staff in Perioperative Services to ensure resource availability and optimum use of the O.R.s before finalizing schedules.

6. Ensures that patient demographic and clinical data on newly scheduled cases or changes to existing scheduled cases and communicates with Patient Registration Pre-Op and other ancillary departments as needed.

7. Performs post-operative entry of clinical supply and billing information into the surgical information system (EPIC) and/or directly in the event of system downtime or emergency.

8. Performs daily data validity audits to ensure quality accuracy and completion of all required data within the surgical information system.

9. Performs daily patient charge reconciliation audit to ensure the accuracy of charge data submitted to patient accounts for surgical patients. Ensures patient surgical logs are posted daily and charges are sent.

10. Assists manager with epic authorizations of procedures equipment.

11. Participates in orientation and training of designated personnel to the automated scheduling procedures.

12. Prepares and submits necessary purchase order forms to Materials Management Purchasing. Creates requisition in Infor processes vendor invoices for supply bill-only implants files and records purchase orders and uses appropriate purchasing procedures to ensure timely payment. Maintains purchase order records.

13. Contacts vendors distributors or manufacturers concerning missing implant bill sheets to ensure timely patient billing which must be done in 72 hours. Process supply purchase orders as needed. Notifies the manager of contracted pricing issues for a resolution before processing any invoice

14. Works with Manager and Accounts Payable and Purchasing to resolve billing errors regarding O.R. purchase orders for bill only.

Administrative Duties:

1. Following established departmental procedures respond to internal and external telephone calls inquiries and visitors. Initiates or responds to correspondence and memoranda. Serves as administrative liaison internally and outside the organization regarding issues affecting departmental activities.

2. Provides back up support scheduling elective and inpatient surgical cases as needed for the Main O.R Endoscopy and Cath Lab and EP procedures Surgery suites and generates surgical schedule for all perioperative areas while following specified clinical and time allocation guidelines via automated scheduling systems through telephone contact with physicians offices fax website retrieval or personally with the physician and/or resident; uses manual systems in the event of automated system downtime.

3. Performs other administrative duties as necessary within perioperative services.

4. Maintains various paper and electronic filing systems in accordance with department procedures or The Joint Commission record-keeping requirements.

5. Maintains established hospital/unit policies procedures objectives quality assurance safety environmental and infection control standards
 

Qualifications :

POSITION REQUIREMENTS

Education/Knowledge 

Attained Level: Entry level High School Diploma or GED equivalent

Applicable Experience

Experience (years):          Required:  3 years                          

Three years clerical experience with a minimum of 1 year in medical field. Computer experience required.

 Five years of prior administrative and business operations experience
Three years of experience with automated scheduling systems or clinical information systems
Three years of experience in medical terminology
Three years of experience with inventory control coordinating the supply of materials and exposure to basic purchasing processes and procedures one year of which must have been in a hospital or health care setting
Three years of general clerical and/or administrative experience.
 

Technical/Clinical Skills

Knowledge of medical terminology required.  Knowledge of surgical procedures preferred. Sets priorities and handles multiple projects simultaneously under deadlines. Individual will possess positive interpersonal and communication skills.

Microsoft Office Suite Skill Level 

• Word:  Basic                                                  
• Excel: Basic
• PowerPoint:  Basic              

Basic knowledge and working experience with Medical Terminology

Standard Office Equipment (list):   Computer/laptop/fax

Communication Skills & Abilities 

Select highest applicable level:  Exchange Information on Factual Matters

Problem Solving/Analytical Skills & Abilities  

Administrative Support

Knowledge Skills & Abilities
Strong verbal communications skills
Strong written communications skills
Excel - Intermediate Level MS Word - Intermediate Level Microsoft Outlook
Strong customer service skills
History of working with surgical CPT and ICD-10 coding
EPIC EMR experience
Charge capture experience
Medical terminology
Computer order entry
Ability to work in a team atmosphere and maximize efficient system operations
Excellent filing and organization skills with the ability to prioritize own work
Ability of effectively operate a multi-line telephone console where appropriate and to use professional telephone etiquette
Ability to use resourcefulness in researching various documents department information screens or other resources to problem-solve in handling telephone and in-person inquiries
 

Additional Information :

All your information will be kept confidential according to EEO guidelines.

 Compensation

• Pay Range: 
• Other Compensation (if applicable):
• Review the 2024-2025 UMMS Benefits Guide

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