Job Description

The Medical Office Manager is responsible for the comprehensive operational success of the surgical practice, with a specialized focus on the patient journey and surgical coordination. This role is the "hub" of the practice, bridging the gap between patient intake, complex surgical scheduling, and the rigorous pre-certification requirements necessary to maintain practice workflow.

Key Responsibilities

Patient Coordination & Front-End Operations

• Check-In/Check-Out Management: Oversee the front desk workflow to ensure a seamless patient experience, including accurate demographic collection, insurance verification, and final patient processing.
• Patient Advocacy: Act as the primary point of contact for patient inquiries, ensuring expectations are set regarding surgical prep, arrival times, and post-operative follow-up.
• EHR Management: Ensure all patient charts are audited for accuracy and completeness during the intake and checkout phases to maintain high standards of record integrity.

Surgical Scheduling & Pre-Certification

• Surgical Coordination: Manage the master surgery schedule, coordinating between clinical providers, facility availability (e.g., Swan Surgical), and patient schedules.
• Pre-Certification & Authorization: Serve as the lead on navigating insurance payer requirements. Initiate, track, and secure pre-certifications for all surgical procedures and diagnostic tests.
• Denial Prevention: Monitor the status of pending authorizations; proactively address issues with insurance carriers to prevent delays or rescheduling of surgery dates.

Operational & Financial Oversight

• Financial Integrity: Oversee the accurate collection of co-pays, deductibles, and surgical deposits at the time of service.
• Budgeting & Reporting: Monitor daily revenue cycle performance, ensuring that surgical volume data is tracked and reported accurately for practice management.
• Compliance: Maintain strict adherence to HIPAA guidelines regarding patient privacy, particularly during the transition of medical records to hospitals or ancillary surgical facilities.

Required Skills & Qualifications

• Surgical Scheduling Expertise: Demonstrated experience in managing the logistics of surgical scheduling, including coordination with outside hospitals or surgical centers.
• Insurance Proficiency: Advanced knowledge of pre-certification, prior authorization, and medical necessity documentation requirements for private and public payers.
• Operational Detail: Strong organizational skills with the ability to manage front-office traffic while simultaneously tracking long-lead surgical authorizations.
• Software Proficiency: Deep familiarity with practice management and EHR software; ability to generate reports on surgical volume and authorization turnaround times.
• Communication: Exceptional phone and interpersonal skills to handle patient anxiety regarding surgeries and to advocate effectively with insurance adjusters.

Note:  This description indicates, in general terms, the type and level of work performed and responsibilities held by the team member(s).  Duties described are not to be interpreted as being all-inclusive or specific to any individual team member.  

No Third Party Agencies or Submissions Will Be Accepted.  

Our company is committed to creating a diverse environment. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. DFWP  

Opportunities posted here do not create any implied or express employment contract between you and our company / our clients and can be changed at our discretion and / or the discretion of our clients. Any and all information may change without notice. We reserve the right to solely determine applicant suitability. By your submission you agree to all terms herein.

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