The Referral Specialist/Procedure Scheduler position plans and coordinates the surgery scheduling process, including prior authorizations, booking surgeries and procedures, educating patients about pre and post-surgical instructions, schedules post-operative visits, prepares paperwork as needed and supports providers and patients with any needs they may have related to the surgical process.

To a more limited extent, the Referral Specialist/Procedure Scheduler position would be responsible for assisting with other nursing functions as time allows. These activities would include scheduling inductions and C-sections, rooming patients, providing immunizations, maintaining medical records, assisting with women’s health projects and calling patients to deliver messages on behalf of the provider.

Reports to Referrals Coordinator

Supervises No

Dress Requirement scrubs in accordance to Heart of Ohio Family Health’s dress code policy

Work Schedule F/T

Monday through Friday during standard business hours

Times are subject to change due to business necessity

Non-Exempt þ

Job Duties, these are considered essential to the successful performance of this position:

• Ensure, organize, and maintain an active, accurate, and operational surgery schedule by coordinating all surgeries and procedures for assigned providers.

• Coordinate surgical procedures with multiple hospitals, schedule and coordinate pre-operative testing, communicate surgery orders, and collect necessary documentation for surgeries.

• Submit prior authorization requests to various insurance carriers as needed in a timely manner.
• Interact with patients, patients’ families, referring physicians and third-party carriers with regard to patient-related issues.
• Set post-surgical appointments.
• Respond to calls, emails, complaints, and queries that patients might have regarding their planned surgery.
• Give patients surgical pre and post-surgery instructions and answer any questions that they may have.
• Triage post op patients as needed.
• Provide administrative support to the providers by prepping FMLA paperwork and hysterectomy forms.
• Keep accurate tracking of surgeries on the tracking spread sheet.

Equipment Operated

Telephone & Fax

Computer & Printer

Blood Glucose Monitor

Blood Pressure Machines

Waived function testing

Pulse oximeter

EKG

Centrifuge

NST machine

Oxygen

Audiometer

Audio Visual

HBA1C analyzer

Ultrasound

Other office and medical equipment as assigned

Facility Environment

Heart of Ohio Family Health operates in multiple locations, in Columbus, OH. All facilities have a medical office environment with front-desk reception area, separate patient examination rooms, nursing stations, pharmacy stock room, business offices, hallways and private toilet facilities. All facilities are ADA compliant.

This position’s primary work area is the clinical portion of the facility; ie, patient examination rooms, hallways, and other clinically assigned areas.

The clinical area is:

• kept at a normal working temperature
• sanitized daily
• maintains standard environment furniture with adjustable chairs
• maintains standard office equipment; ie, computer, copier, fax machine, etc. at a normal working height

Physical Demands and Requirements these may be modified to accurately perform the essential functions of the position:

• Mobility = ability to easily move without assistance
• Bending = occasional bending from the waist and knees
• Reaching = occasional reaching no higher than normal arm stretch
• Lifting/Carry = ability to lift and carry a normal stack of documents and/or files
• Pushing/Pulling = ability to push or pull a normal office environment
• Dexterity = ability to handle and/or grasp, use a keyboard, calculator, and other office equipment accurately and quickly
• Hearing = ability to accurately hear and react to the normal tone of a person’s voice
• Visual = ability to safely and accurately see and react to factors and objects in a normal setting
• Speaking = ability to pronounce words clearly to be understood by another individua

Indicate Frequency of Factors that Contribute to this Position Factor

Frequency, 0 = never, 1 = occasionally, 2 = normally, 3= often, add explanation where needed

Normal, steady work pace

2

Randomly changing work pace

2

Fast, sometimes chaotic, high stress work pace

2

Independent decisions made without supervision

1

Exposure to trauma, grief, death, etc.

1

Exposure to disease or bacteria

1

Handles closed containers or vials of patients’ bodily fluids or tissues

1

Required to wear safety clothing or equipment

1

Handles money or financial accounts (cash, checks or credit cards)

0

Interacts personally with public and business associates

2

Interacts with public and business associates via the telephone, letter, or other non-face-to-face measure

2

Job

Qualifications (Experience, Knowledge, Skills and Abilities)

• LPN or an MA with OB GYN experience.
• Continual attention to detail in composing, typing and proofing materials.
• Establishing priorities and meeting deadlines.
• Independent judgment is required to plan, prioritize, and organize a diversified workload.

• Ability to work with supervision and make decisions based on established policies and procedures
• Skills to expertly deliver exceptional health care to the public
• Ability to successfully work in unison with others to create an efficient, harmonious work environment
• Demonstrates competency in working sensitively and respectfully with people of various cultures and social status
• Knowledge of federal, state and local laws and regulations pertaining to health care and safety
• Ability to communicate (orally and in writing) in a professional manner
• Ability to maintain an established work schedule to ensure dependability and accuracy of work quality