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Co-ordinator, Policy
4 months ago
Under the direction of the Practice Manager and Practice Administrator, the Surgical Coordinator is responsible for following all policies and procedures for scheduling surgical tests, treatments, and pre/post operative appointments for patients seen within the Breast Care Center and Multi-Specialty Services within the Ambulatory Cancer Center. The Surgical Coordinator performs a variety of administrative tasks to ensure the appropriate coordination of surgical testing and operative appointments for all patients. In order to ensure optimal patient care, the Surgical Coordinator communicates on a daily basis with multiple personnel and departments within the South Shore Hospital, Brigham and Women's Hospital, Dana Farber Cancer Institute and Faulkner Hospital as well as other physicians and their offices and patients and families. The Surgical Coordinator acts as a resource in providing all patients with the highest level of service.
Schedule surgeries for 14 physicians from 10 specialties including Breast, GI, Urology, Thoracic, Head/Neck & Thyroid, Gyn-Onc, Pain, Plastics, Neurology, and Neuro-Surgery, all of which have different privileges. Schedules all pre-op testing and pre/post operative surgical appointments in a professional, accurate and customer–oriented timely manner.
Accurately selects correct medical record number and account number when scheduling the appointment.
Collects/files patient records and maintains accurate patient file for day of surgery.
Secures history and physicals, informed consents, pre-operative orders, and medical summary, when required, prior to patients pre-test appointment. Communicates with surgeons' and physicians' office staff as required to assure all documentation present at time of pre-test in order to ensure optimal patient care within the OR.
Prints hospital registration sheet and assembles patient’s medical record.
Retains and understands complex information and medical terminology related to various patient conditions and surgical procedures.
Understands the impact on hospital and the centers' operation of various data collected.
Collects the pre-authorization from insurance companies for patients' surgeries.
Initiates phone communication to receive pre-authorization in a timely manner.
Communicates and provides vital information to families/others in the Ambulatory Cancer Center, Dana Farber Cancer Institute, Brigham and Women's Hospital, Faulkner Hospital as appropriate.
Educates patients and families on all of the details regarding pre-op testing and administrative information regarding patient's surgery.
Informs patient and families in real-time within the ACC of surgery date/information as well as calls patients in a timely manner with surgery/test dates and information.
Communicates re-scheduled date/time of surgery to patient, family, physician and staff in a timely manner.
Maintains updated OR surgery dates/time in each surgeon's outlook calendar in an effort to ensure all team members are apprised of correct MD schedule in real time.
Meets the technological requirements of the department and unit-specific competencies.
Utilizes Outlook to access emails and utilizes Lotus Notes for mandatory educations.
Uses web-based incident reporting system as indicated.
Demonstrates required telephone and office equipment competencies.
Is able to access payroll and manage personal clockings and calendar in Time PC application.
Knows where to find material safety data sheets (MSDS) for items used to perform job
Changes in schedule (surgery schedule, pre-test schedule) with Surgeons, SSH Private Office staff, and patients.
Communicates with staff/patients concerning pre-test or day of surgery cancellations.
Maintain patient charts for OR until surgery has been completed.
Ensures that OR has the appropriate patient information before and on date of patient surgery.
Ensures that the surgeon has all of the necessary paperwork/information before the surgery date. With eight of our surgeons working at 2 to 3 other institutions, it is the responsibility of the Surgical Coordinator to ensure that surgeon has the necessary information before performing surgery in the OR. Obtain services of Facilities Environmental Services and Security as needed.
Initiate emergency calls to the main hospital operator by dialing 7777 to report problem (ex. As of October 2009, Surgical Coordinator has increased workload by taking on additional responsibilities for providing the surgical coordination for Multi-Specialty Services. Surgical Coordinator performs the following tasks on a daily basis:
Communicates with SSH Private Office staff to coordinate surgical date for patient seen within the MSC. Surgical Coordinator will complete booking form in a timely manner, fax to SSH Private Office and will communicate surgery details to patient upon receipt of confirmed surgery date info from SSH Private Office or other Private Office (BWH Office - 90 Libbey Street).
Maintains close communication with 6 different offices regarding various patients' surgery dates.
Communicates re-scheduled appointment time/date of surgery to patient when receiving this information from outside offices.
Directly schedules surgeries for various MSC surgeons when appropriate and will complete all of the necessary steps to ensure smooth coordination of pre-testing/prior authorization/etc and all of the details for the patient to have an optimal surgical experience within South Shore Hospital.
Surgical Coordinator schedules all of the new cancer patients into our surgeons' schedules and prepare the patients' charts for their upcoming appointments.
Prepares the chart in a timely manner - on a regular basis, this needs to be completed by Surgical Scheduler within the next few hours of the appointment being scheduled because our new cancer appointments are usually scheduled within 2 days from the incoming call.
Surgical Coordinator's knowledge of the flow for a patient diagnosed with breast cancer is vital to ensuring patients receive all of the necessary information before their appointment with the surgeon.
Surgical Coordinator multi-tasks and ensures the high volume of surgeries (15 to 20 per week for Breast Care Center/volume varies in MSC) are scheduled in a timely manner and appropriately - given the surgical blocks associated with each surgeon's schedule.
As the "owner" of the surgeons' schedules, the Surgical Coordinator ensures that each surgeon's daily schedule is one that optimizes their time and allows them to be as productive as possible. The Surgical Coordinator will use her/his judgment to move patient cases as necessary to allow for surgeon to see an urgent case or additional cases.
Books surgeries as appropriate at other institutions, such as the Brigham and Women's Hospital and Faulkner Hospital, on a weekly basis. Surgical Coordinator will follow the diverse processes at each institution and interface with the various personnel to ensure the appropriate scheduling of surgeries. Surgical Coordinator must follow-up with the various institutions in a timely manner with outstanding questions/concerns about the confirmation of the surgery date.
Schedules various surgeries for a particular patient on a given day - ie. (breast surgery and plastic reconstruction). Since this is often very complex given the nature of the surgeries being scheduled, Surgical Coordinator makes
Surgical Coordinator functions as an "ambassador/conduit" to all team members in BCC and MSC as well as various departments within South Shore Hospital and other institutions within our Partners network, such as Dana Farber Cancer Institute, BWH and Faulkner Hospital.
Interface and communicate regularly with the various personnel at numerous institutions and physicians' offices to ensure all of the details regarding patient surgery have been coordinated appropriately (paperwork/testing/dates/communication to patient/etc.).
Spearhead various projects that will improve the clinic flow with respect to the surgical scheduling in the BCC and MSC.
Provides volume/stats of surgical appt data to Practice Manager and Practice Administrator as requested.
Forms a close relationship with the appropriate staff in other disciplines in the Cancer Center (Medical Oncology, Radiation Oncology, Imaging) in order to ensure patients are receiving multi-disciplinary care in a timely fashion - as appropriate.
Surgical Coordinator assists front desk staff with coverage within MSC and BCC on a regular basis as needed.
Understand and be able to successfully schedule the variety of appointments in each center (ie follow-up, new cancer, surgical discussion, surveillance, etc) via telephone as well as in person as patients check-out.
Ensure optimal patient care service with each patient exchange via the phone, live interactions, and with colleagues.
Surgical Coordinator has an in-depth knowledge of surgical oncology, specifically with respect to the various ten specialties seen in the two centers, and reflects one's comprehension of the clinical language/process involved with each patient experience as needed.
Understands and articulates medical terminology involved with patients' conditions, their visits and their upcoming surgeries as appropriate.
Follows the standards/protocol when scheduling the various surgeries by using one's knowledge of the specific surgery scheduled (ie. needle loc times vary pending time of surgery scheduled, etc).
UNIT / DEPARTMENT SPECIFIC JOB FUNCTIONS
Assures patients have completed required paper work at time of pretest or day of surgery. (consents for release of medical benefits, patient questionnaire, etc.)
Communicates with surgeon's offices to procure required patient paper work ( orders, H&P, testing, etc.)
Communicate with surgeon's office if patient's scheduled time changes.
Demonstrates dependability/flexibility in meeting scheduling needs of the unit.
Answers phone following SSH&EC standard for telephone etiquette.
