Patient Services Rep II (Surgical Scheduler) – Rowan-Virtua SOM, (Washington Township, NJ) Full Time

Rowan Medicine, an affiliate of Virtua Medical Group

Location: Washington Township, NJ

Department: OBGYN

Reports to: Practice Supervisor

Summary

The Department OB-GYN Surgical Scheduler coordinates and schedules surgical procedures while ensuring effective communication among patients, providers, hospitals, and insurance companies. The role requires accuracy, efficiency, and patient‑centered service.

Surgical Scheduling Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

• Schedule surgical procedures for inpatient and outpatient OB‑GYN cases
• Coordinate with hospitals, surgical centers, anesthesiology, and related departments to secure procedure dates and times
• Verify patient demographics, insurance information, and obtain necessary authorizations
• Communicate pre-operative and post-operative instructions clearly and compassionately to patients
• Ensure all required documentation, labs, imaging, and clearances are completed prior to surgery
• Maintain and update physician surgical calendars and block times
• Serve as a liaison between patients, physicians, and surgical facilities
• Address patient inquiries regarding procedures, scheduling, and preparation
• Reschedule procedures as needed and manage cancellations
• Ensure compliance with HIPAA and organizational policies
• Accurately document all scheduling activities in the electronic medical record (EMR) system

Reception Responsibilities

• Checks patients in and out and verifies demographics and insurance
• Collects appropriate co-pays
• Retrieves referrals and enters into billing system
• Completes batches, prepares deposits for pickup as scheduled
• Answers the telephone with a pleasant and helpful demeanor
• Schedules patient appointments through billing system to maximize use of physician and staff time
• Triages messages and provides patient assistance within scope of training and experience
• Routes other calls to appropriate personnel, i.e., clinical staff, physician etc.
• Directs calls that require immediate attention to the appropriate person
• Inputs messages into EMR system, as appropriate
• Signs in and out to the answering service daily
• Arranges for patient care services at other facilities, including surgeries, preadmission testing
• Calls for pre-authorizations and pre-certifications as required by the patient’s insurer
• Coordinates requests for prescriptions from patients, provides chart to physician, telephones prescriptions at the direction of the physicians, and makes notation in the patient chart with date and signature
• Completes insurance referrals (paper and/or electronic)
• Completes or prepare reports and copies of chart for outside agencies
• Maintains orderly filing system and patient charts
• Prepares charts for new patients
• Scans patient information into the EMR
• Handles incoming and outgoing mail
• Maintains inventory of front office supplies and notifies supervisor when supplies need to be ordered
• Pulls patient charts for next day and prepares chart
• Maintains a professional and orderly office appearance
• Opens and closes the office, including security system procedures

Billing Responsibilities

• Consults with patients regarding balances not covered by insurance and collects payments
• Assists patients in the completion of insurance forms, Medicare and Medicaid forms
• Maintains logs for scheduled surgeries as directed
• Assists with reviewing insurance declines
• Inputs inpatient/outpatient charges for billing
• Verifies accurate use of ICD‑9 and CPT codes and stays current on compliance rules

Other Responsibilities

• Attends all mandatory in-service and trainings as directed.
• Assists with the orientation and training of new employees as requested.
• Performs other related duties as assigned.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE: Two (2) years of progressively responsible clerical front office experience required in a clinical setting, hospital or physician’s office including experience with front desk operations, completing referrals, completing disability forms, inpatient and outpatient billing and scheduling surgeries. Must have a working knowledge of medical terminology. Must be able to work evenings and weekends. The ability to work independently, excellent communication skills, organizational skills, and flexibility required.

Salary/Benefits

• The starting rate is $19.67 per hour (Probationary Rate). After completion of a six-month probationary period, the employee’s pay will increase to the Job Rate of $20.30. Depending on experience, candidate may be hired at the “Job Rate” to start.
• For eligible employees, benefits include: comprehensive NJ State health, dental and retirement benefits, extensive accrued time off/paid holidays, and tuition reimbursement for employee, spouse, and dependents to attend Rowan University, Glassboro. (Tuition reimbursement will apply to undergraduate degrees only for spouse and dependents).”

For more detailed information, please visit: https://sites.rowan.edu/hr/benefits/

Notes

• Only completed, online applications submitted on or before the deadline will be considered.
• Candidates must be legally authorized to work in the US, and the university will not sponsor an applicant for a work visa for this position.