Medical Assistant/Surgical Coordinator
9 days ago
Fort Lauderdale
Job Description:\n\nThis individual will need to travel between the Ft. Lauderdale office (2x per week( and the Miami Office (3x week). We will pay mileage reimbursement at the going IRS rate for travel to/from both physician offices (but not from the employee's residence) Role: Surgical CoordinatorRevision Date: 1/1/2026Direct Reports to: Practice ManagerIndirect Reports to: Surgeons, Providers and/or the Director, VP or its Designee=======================Position Summary• This position is responsible for coordinating administrative, insurance, and scheduling aspects of patient surgeries, acting as the primary liaison between the patient, surgeon, midlevel and other providers, surgical facility and insurance, including supporting medical assistances and the practice in obtaining other practice-related authorizations, referrals and managing the overall medical record request process• Activities and responsibilities include, but are not limited to, coordinating the phases of the surgical process from the office/insurance side, including surgery scheduling, pre- and post-operative appointments, labs and other appointments or requirements, insurance and documentation requirements, such as obtaining medical records, referrals and/or prior authorization as may be required for surgeries or to support medical assistants or providers, upon request• Position requires a professional, positive demeanor during all interactions, includingtelephone, written or face-to-face interactions with external parties such as patients, vendors and insurance companies, as well as with internal colleagues such clinical staff, administrative and corporate personnel.• Position also requires surgical coordinators to ensure patients are properly prepared for surgery and the providers' schedules, facilities and equipment needs are aligned and that the office is also prepared to meet its billing, collections and insurance documentation obligations• This position reports to the designated FPG physician practice location(s) Practice Manager.Highlights of Key Responsibilities (9:00am-5:30pm)• Collaborate with the office coordinator to verify demographics, insurance and obtain required documentation at the front deskPage 2 of 4• Collaborate with the office coordinator to conduct patient insurance and benefit eligibility verifications prior to appointment and at the point of care, and at other times necessary• Collaborate with the office coordinator in collection of patient financial obligations, including copays, coinsurance and deductibles required for procedures• Collaborate with the office coordinator to obtain financial hardship and payment plan details and applications, where applicable, prior to scheduling procedures• Answer office telephone, and respond to text and email portal inquiries from existing and prospective patients• Schedule and coordinate surgeries and follow-up visits within the global window period and additional follow-ups required, as directed, within practice management system and other supportive technologies (e.g., patient portal), and in alignment with the practice's scheduling practices and the respective provider's schedule and availability, and the facility availability and protocols• Ensure required pre-operative documentation is complete, including consents, history and physical, lab and imaging reports, medical clearances and required facility forms are obtained in advance of surgeries and procedures• Maintain surgical schedule and surgical data and notes in the electronic health record and prepare or route required paperwork to facilities and payers• Collaborate with, as needed, facilities, vendors and equipment vendors to ensure required implants, special instruments or devices are available on the day of surgery• Communicate appointment reminders, confirmations and changes to patients and facilities, including surgery times and check in instructions• Requests and manages all authorization and referral requests for practice• Manages and fulfills all medical record requests for the practice• Engage in activities related to following up on surgical or procedure cancellations, no shows, open balance collection, eligibility verifications and other open insurance matters,including assisting with basic surgical and procedure reporting (no-show lists, schedule utilization, work queue volumes)• Work with the Practice Manager in meeting or improving, as applicable, designated metrics or other performance targets established by the Practice Manager or HSA• Support cross-training and onboarding activities including providing training support and back up coverage as needed to other Office Coordinators or Practice Manager, upon request• Assists and support the Practice Manager with other practice operations and administrative duties as assigned• Works in collaboration with Practice Manager, physicians, midlevel practitioners and other clinical and nonclinical staff to maintain and coordinate clinical and nonclinicalschedules, coverage and appointment availability at the practice location(s), resolving conflicts and ensuring appropriate slot usePage 3 of 4• Supports value-based care and provide assistance to the Practice Manager, providers and patients with patient adherence to quality measures, including conducting patient and insurance outreach, scheduling patient appointments, following up on patient's receipt of services outside the practice location that satisfy a quality measure and otherwise working in collaboration with the providers and Practice Manager in addressing the list of patients due for services, screenings or other actions that support quality measures Ensure required records are received begore visits and ensures consultation and other notes are shared with referral sources and primary care providers after each visit, as applicable• Must be able to work independently and with little supervision• Provides a high level of customer service to all new and existing patients of the practice• Adheres to FPG and/or HSA policies, procedures and protocols• Adheres to OSHA (Occupational Safety and Health Administration), CMS (Centers for Medicaid and Medicare Services), HIPAA (Healthcare Insurance Portability and Accountability Act), OIG (Office of Inspector General, United States), FWA (Fraud, Waste and Abuse) and FPG/HSA Compliance Program requirements, state Medicaid and other regulations, as applicable.• Performs other duties as requestedQualifications & Skills• Strong customer service and communication skills, with the ability to work collaboratively with a multidisciplinary team• Bilingual English/Spanish preferred• Microsoft 365 Office Suite, including, at a minimum, proficient experience in using Office, Word, Excel, and Outlook• Basic proficiency with electronic medical records, practice management and scheduling systems, eligibility and insurance verification platforms• Knowledge of medical terminology insurance basics and specialty office workflows• Ability to organize, multi-task and problem solve, including ability to manage multiple surgeons, cases and deadlines, with attention to detail, in a fast-paced environmentEducation & Experience• High school diploma or equivalent• Prior medical office or healthcare coordination experience, preferably within surgicalpractice, strongly preferredOther• This is primarily an office-based role requiring extensive phone and computer use but may require occasional travel or coordination across multiple facilities or surgery centers, depending on practice structure and needsPage 4 of 4• Work involves time-sensitive tasks and frequent interruptions, requiring computer and effective prioritization Page 1 of 3HSA and Florida Physician GroupJob DescriptionRole: Medical AssistantRevision Date: 1/1/2026Direct Reports to: Practice ManagerIndirect Reports to: Surgeons and Providers=======================Position Summary• This position serves as a member of both the administrative and clinical team responsible for performing routine and basic clinical activities (such as taking vitals, preparing patients for exams and preparing rooms for patients) and handling other basic office functions (such as scheduling, documentation and collection of patient forms or assessment data) • Medical assistants work under the direction of licensed providers and are key to coordinating smooth patient flow through the office• Activities and responsibilities include, but are not limited to, collecting patient forms and ensuring completion and submitting required forms, maintaining the exam room in compliance with OSHA standards, maintaining exam room supplies, equipment and set up, including instrument restocking, promoting clinical workflow, supporting providers with basic patient education and other activities as directed• Position partners closely with administrative staff and requires balancing clinical and nonclinical activities with both operational and clinical goals, patient access standardsand established growth targets• This position reports to the designated FPG physician location(s) Practice Manager but also works closely with the providers Highlights of Key Responsibilities (9:00am-5:30pm)• Greet patients, obtain chief complaint, medical history and medications/allergies; document these in the electronic health record or as designated by provider• Measure and accurately record the electronic health record patient vital signs such as blood pressure, pulse, pulse oximetry, respiratory rates temperature, weight, height, activities of daily living, balance/gait and other vitals as directed• Prepare patients and exam rooms for visits and minor proceduresPage 2 of 3• Obtains required consents, completes required forms as needed for specific visit and procedure types• Assit providers with exams and minor procedures• Perform point of care tests, e.g., basic lab tests, EKGs, specimen collection and/or phlebotomy, within scope, training and as directed by provider• Administer medications and immunizations as permitted by state law and as directed by provider• Collaborate with office coordinator, surgical coordinator and billing specialist, assistingwith schedule, appointments, coordinating following ups and managing reminders or other patient outreach• Update and maintain accurate electronic health records, ensuring documentation of tests and results, internal and external, are captured in the electronic health record• Answer phones, route messages and assist with patient communications and outreach• Chaperones providers as required by HSA providers• Monitors expiration of medications, vaccines and other medical supplies• Assists with answering, training and routing telephone calls• Supports providers or the surgical coordinator, as applicable with pre-visit planning, labs and other required tests for upcoming scheduled appointments, procedures and surgeries• Collaborate with the Practice Manager to maintain and manage medical supplies inventory• Responsible for obtaining referrals and prior authorizations, and assisting provider with medication refills and other outstanding items, as directed by provider(s)• Support value-based care and provide assistance to HSA leadership, providers and patients with patient adherence to quality measures, including conducting patient and insurance outreach, scheduling patient appointments, following up on patient's receipt of services outside the practice location that satisfy a quality measure and otherwise working in collaboration with the providers in addressing the list of patients due for services, screenings or other actions that support quality measures Ensure required records are received begore visits and ensures consultation and other notes are shared with referral sources and primary care providers after each visit, as applicable• Must be able to work collaboratively with providers and under their guidance• Provides a high level of customer service to all new and existing patients of the practice• Adheres to FPG and/or HSA policies, procedures and protocols• Adheres to OSHA (Occupational Safety and Health Administration), CMS (Centers for Medicaid and Medicare Services), HIPAA (Healthcare Insurance Portability and Accountability Act), OIG (Office of Inspector General, United States), FWA (Fraud, Waste and Abuse) and FPG/HSA Compliance Program requirements, state Medicaid and other regulations, as applicable.• Performs other duties as requestedPage 3 of 3Qualifications & Skills• Strong customer service and communication skills, with the ability to work collaboratively with clinical and nonclinical staff• Bilingual English/Spanish preferred• Microsoft 365 Office Suite, including, at a minimum, proficient experience in using Office, Word, Excel, and Outlook• Basic proficiency or ability to quickly learn and use electronic health records, practice management and scheduling systems, eligibility and insurance verification platforms• Knowledge of medical terminology insurance basics and specialty office workflows• Ability to organize, multi-task and problem solve, including ability to manage multiple patients and exam rooms, with attention to detail, in a fast-paced environmentEducation & Experience• High school diploma or equivalent required• Education from medical assistant program or equivalent preferred• Minimum of 3-5 years prior medical assistance experience strongly preferredOther• Requires frequent standing, room turnover and handling of equipment and supplies while maintaining safety and infusion control standards=======================Signature & DatePrinted Name: Signature: Date: _
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