Job Description

Surgery Processor Lead Medical Assistant

It is our goal to provide the finest Orthopaedic care possible. This philosophy requires that all office staff and providers be sensitive and responsive to patients’ needs and preferences. To ensure that we hire and retain the quality of staff needed for implementing our philosophy of service, we have adopted the following job description for this position. The position is an hourly position. Workdays are typically scheduled withing a five-day workweek. Hours and days may vary based on operational needs. All scheduling complies with applicable California wage-and-hour-laws. Many of the responsibilities require that you have a working knowledge of computers and the ability to make proper use of the programs utilized in this office, or those that may be necessary to meet the needs of the practice.

BASIC FUNCTION:

Under the supervision of the Clinic Manager and his/her designees, the Surgery Processor Lead Medical Assistant shall be responsible for assisting their assigned provider in clinic with all aspects of the patients’ visit, coordinating and processing all surgical patients for their provider, and maintaining a full surgical schedule.

JOB SUMMARY:

The duties of the Surgery Processor Lead Medical Assistant are of high volume, and the quality of duties performed need to be at a high level. The employee will come into contact on a daily basis with confidential patient files. The Surgery Processor Lead Medical Assistant must be able to handle this information with the highest degree of privacy, discretion, and professionalism. The Surgery Processor Lead Medical Assistant is required to be available to the physician and patients while in clinic and is only authorized to leave an ongoing clinic with direct permission by the Office Manager and his/her designees.

Duties and Responsibilities:

• Ensure all required authorizations are obtained and completed prior to patient visits and scheduled procedures.
• Verify that all necessary diagnostic studies, imaging, laboratory results, and medical reports are available for provider review.
• Maintain accurate and complete patient documentation within the Electronic Medical Record (EMR), including appropriate templates, medication reconciliation, past medical and surgical histories, patient weights, and vital signs.
• Document any changes in patient condition, treatment progress, or clinical status since the previous visit.
• Review and process provider charges for services rendered, ensuring appropriate EMR documentation supports all billing activities.
• Confirm that documentation requirements are met for diagnostic testing, therapies, and surgical procedures, and coordinate submission of authorization requests as needed.
• Educate patients regarding surgical procedures, pre- and post-operative expectations, and provide contact information for ongoing support throughout the surgical process.
• Serve as a primary liaison between patients, providers, surgical facilities, and care teams to facilitate effective communication and continuity of care.
• Respond to patient phone calls and electronic portal messages in a timely manner, documenting all communications, instructions, and concerns in the patient record.
• Collaborate with Patient Services Representatives, Clinic Managers, and providers to ensure efficient scheduling and patient flow.
• Communicate provider schedule delays or changes to front office staff and patients as appropriate.
• Maintain exam room readiness by stocking medical supplies, equipment, and linens. Ensure exam rooms are cleaned and properly maintained, including disposal of dirty linens and regulated medical waste in accordance with safety standards.
• Clean, process, and prepare instruments for sterilization according to established protocols and assigned schedules.
• Review and verify the completeness and accuracy of all surgical orders, including procedures, equipment requests, diagnostic testing, laboratory work, medical clearances, DME, therapy services, medications, home health services, and skilled nursing facility arrangements.
• Submit surgical authorization requests within 48 hours of receipt.
• Coordinate submission of outpatient surgical cases for ambulatory surgery center review, approval, denial, and utilization management processes.
• Notify Case Management of all bundled care patients and ensure appropriate coordination of services.
• Monitor surgeon schedules to maximize operating room utilization and ensure timely scheduling and accommodation of surgical patients.
• Review pending surgery logs with surgeons, office leadership, and clinical teams on a regular basis to identify barriers, track progress, and maintain scheduling efficiency.
• Ensure compliance with all HIPAA regulations and organizational privacy standards by safeguarding patient information, maintaining a secure work environment, and promptly addressing compliance concerns.
• Demonstrate leadership and support team operations by assisting with workflow management, process improvement initiatives, and staff guidance when appropriate.
• Perform additional duties and responsibilities as assigned by the Clinic Manager, physician leadership, or designated supervisors.

Requirements

• To perform this job successfully, an individual must be able to perform satisfactorily job duties, demonstrate excellent work habits, deliver superior service, and exhibit the highest degree of professionalism.
• Employ positive communication skills and exercise professional interpersonal abilities (tack, diplomacy, and respect) with patients and co-workers always.
• Maintain a high degree of professionalism in the workplace, including appearance, communication, attendance, reliability, and teamwork.
• Maintain a high level of organization, including an orderly and neat work area and excellent time management skills, leading to the highest level of productivity.
• Demonstrate a desire to succeed and willingness to help others succeed.
• Demonstrate support and comply with all Safety program elements including adherence to policies, exercise of safe work practices, participation in training, use of protective equipment, and reporting all safety concerns, hazards, and non-compliant practices.
• Serve as an employee for Arrowhead Orthaepedics, following the code of conduct, displaying the highest level of ethics and integrity in action, thoughts and conduct.

Skill and Education Requirements:

• High school diploma or equivalence required.
• Medical Assistant Certificate or Diploma preferred
• CPR Certification required
• 5 years of experience as a Back Office Medical Assistant in an Orthopaedic Medical Office preferred
• 1 year in a lead or supervisor capacity, or a training role within a clinic setting preferred
• Ability to type a minimum of 40 words per minute.
• Comprehensive knowledge of orthopaedic surgical procedures, medical terminology, anatomy, insurance authorization requirements, and surgical scheduling processes.
• Proficient in operating a computer, scanner, and other office equipment.
• Working knowledge of Microsoft Outlook and other healthcare-related software.
• Strong telephone etiquette and customer service skills.
• Excellent verbal and written communication skills with patients, providers, and staff.
• Strong organizational and time-management skills with the ability to manage multiple priorities, competing deadlines, and high-volume workloads.
• Strong problem-solving and decision-making skills with the ability to independently resolve complex scheduling, authorization, and patient-care coordination issues.
• Ability to maintain patient confidentiality and comply with HIPAA regulations.
• Attention to detail and accuracy in documentation and recordkeeping.
• Demonstrated experience assisting providers with patient care, procedures, and clinical documentation.

Certificates, pre-employment requirements:

• Required to submit and obtain a negative result in the pre-employment drug screening.
• Ability to pass a background check.

E-Verify Participation Notice

AO is an E-Verify employer. Candidates must be legally authorized to work in the United States. Employment eligibility will be verified in accordance with applicable federal requirements.

Travel Requirements:

This position requires regular travel between the Rancho Cucamonga, Riverside, and Chino Hills locations.