Physician Office Liaison

Position Purpose:

 The On-Site Physician Office Liaison is responsible for working with physician office staff to schedule surgical procedures at the surgery center in an efficient and timely manner.

Responsible for coordinating the scheduling functions for the facility with clinical leadership and the central scheduling team.  Responsible for making and scheduling patient appointments in an efficient and timely manner. Responsible for coordinating the review, approval, addition, and deletion of block time with center leadership.  Also responsible for facilitating the coordination of ancillary provides required for procedures to be performed, to include anesthesiologists.

WORKING RELATIONSHIPS

As a representative of the facility, all comments, attitudes, actions, and behaviors have a direct affect on the Facility’s image and perceptions of quality service. Interaction with patients, families, physicians, referral sources affiliating schools, visitors, volunteers, co-workers, supervisors, vendors, etc., must be in a manner that is friendly, supportive, courteous, respectful, cooperative, and professional. This behavior should promote an atmosphere of teamwork, which is congruent with Facility standards and guidelines to promote positive relations.

POSITION REQUIREMENTS

Total Education, Vocational Training and Experience: High school graduation or equivalent.

One year of prior surgery scheduling in a healthcare facility setting. Knowledge of medical terminology a must. Word processing and computer experience.

SKILLS AND ABILITIES

1. Demonstrate competencies applicable to the surgery scheduler job description.
2. Possess basic knowledge of medical terminology.
3. Possess knowledge of basic health insurance policies and practices.
4. Knowledge of business office procedures.
5. Knowledge of grammar, spelling, and punctuation to type patient information.
6. Skilled in operating a computer and copy/fax machine.
7. Skilled in answering the telephone in a pleasant and helpful manner and using a multi-line Phone system.
8. Ability to speak clearly and concisely.
9. Ability to read, understand, and follow oral and written instruction.
10. Ability to sort and file materials correctly by alphabetic or numeric systems.
11. Ability to establish and maintain effective working relationships with patients, employees, and the public.
12. Ability to handle multiple tasks in a busy environment and see them through to completion.
13. Excellent communication skills.
14. Accuracy and attention to detail.
15. Ability to document accurately and concisely.
16. Ability to work independently.

POSITION REQUIREMENTS

A.    Job Knowledge

Primary Position Responsibilities

1.     Schedules patients for surgery using booking forms provided by physician office scheduling staff.

2.     Knowledgeable of surgeon block times and follows block usage requirements.

3.     Communicates constantly with surgeon staff and facility personnel regarding scheduling updates.

4.     Ensures timely addition of cases to the grid and proper communication of add-on’s

5.     Reschedules patients and communicates to pertinent staff when necessary.

6.     Confirms next day surgery schedule with the Physician’s office and Anesthesia Services

7.     Answers questions regarding patient appointments

8.     Acts as a liaison between the physician office staff, the clinical staff and the business office staff.

9.     Coordinates the scheduling functions for the facility with Clinical Leadership and the central scheduling team.

10.  Books, coordinates and reschedules patient’s appointments. Relays necessary

messages to staff.

11.  Verifies necessary information and records in the medical record.

12.  Maintains and updates current information on physician's schedules ensuring that patients are scheduled properly and appointments are confirmed.

13.  Answers telephone, screens calls, takes messages, and provides information.

14.  Schedules surgeries, outpatient appointments and admissions as requested.

15.  Confirms next day surgery schedule with Physicians office and Anesthesiology

16.  Answers questions regarding patient appointments and testing.

17.  Attends meetings as required.

18.  Other duties as assigned by a Supervisor

The job holder must demonstrate competencies applicable to the job position.

B.     Team Work

1.     Utilizes time effectively

2.     Completes all documentation to ensure the availability of accurate and up to date information in accordance with established standards.

3.     Adheres to established facility safety requirements and procedures to ensure a safe working environment.

a.     Demonstrates the competent usage of proper body mechanics in all activities

b.     Identifies potentially unsafe situations and notifies supervisor.

c.     Completes all employee/patient incident documentation in a thorough and timely manner as required by facility policy.

d.     Demonstrates complete understanding of established emergency procedures for facility.

e.     Practices infection control, standard precautions and universal precautions as instructed or trained

C.     Service Excellence

1. Strives to be professional, courteous, helpful and cooperative

2.     Communicates effectively regarding all aspects of job responsibilities:

2. 1. Identifies potential problems in a timely manner, and notifies leadership in a timely manner.

3.     Interacts with all patient, families, visitors and fellow employees in a mature, responsible manner to ensure a positive and professional hospital environment.

3. 1. Displays a caring and responsive attitude and conducts all activities respecting patient, family, and employee rights and expectations.
   2. Maintains confidentiality of all facility and patient information as required by center policy
   3. Fosters a positive and professional environment by interacting with all persons in a considerate helpful and courteous manner and by participating as a team member
   4. Diffuses/resolves conflict by appropriately communicating with those involved
   5. Accepts constructive feedback as a tool for professional growth and gives suggestions in a professional manner
4. Attends and participates in all applicable facility training and development workshops scheduled by the facility
5. Attends staff meetings and demonstrates review of minutes for any meetings missed.
6. Participates in scheduled performance appraisals and demonstrates dedication to ongoing performance improvement
7. Maintains dress and appearance according to standards as observed by management.
8. Maintains work area and equipment in a pristine manner.
9. Demonstrates the safe operation of equipment and machinery and follows procedures for reporting and correcting an unsafe situation

D.     Attendance

Follows established policies and procedures with regard to attendance

1.     Maintains attendance according to guidelines and policy established by facility

2.     Adheres to tardiness policy.

3.     Provides notification for unscheduled absences or tardiness in accordance with established departmental procedures as noted by supervisor.

E.      Physical/Mental demands

Work may require hand dexterity for telephone and office machine operation, stooping and bending to files and supplies, sitting for extended periods of time.  Manual dexterity for using a computer keyboard.  Ability to lift 15 lbs.

F.      Environmental/Working Conditions

Work is performed in an office environment. Involves frequent telephone contact with patients. Work may be stressful at times. Interaction with others is constant and interruptive. Patient care environment with potential exposure to unpleasant odors, to blood and body fluids which may carry infection, to infectious disease, and to chemical and electrical hazards.

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