San Jose - Surgery Scheduling Assistant

Reports To: Clinical Practice Manager & Plastic Surgeons

Description

The Surgery Scheduling Assistant is responsible for supporting surgical clinic operations and all surgery scheduling needs for the surgical clinic team. The Surgery Scheduling Assistant works closely with our Patient Care Coordinator team, Clinical Practice Manager and surgeons to coordinate pre and post-operative scheduling for patients on cosmetic surgery procedures.

The Surgery Scheduling Assistant thrives in a fast-paced, motivated environment and demonstrates an unwavering dedication to patient satisfaction. They will have strong listening skills, excellent follow-up technique, and effective organizational skills.

1. High school graduate or equivalent
2. 2 years’ experience in a Surgical Clinic environment preferred (Plastic Surgery, Dermatology or Medical Aesthetics experience preferred)

Requirements, Skills, and Abilities

1. Ability to stand and/or walk for extended periods of time.
2. Engage in moderate to heavy walking, pushing, pulling, crouching, bending, stretching, and twisting.
3. Ability to carry up to 25 pounds.

1. Ability to use computer with Windows Operating System for daily tasks, including Email and Microsoft Teams.
2. Ability to use Electronic Medical Record (PatientNOW)
3. Knowledgeable in all major social media platforms (Instagram, etc.)

1. Ability to work effectively as a team member with physicians and other staff
2. Possess a wide-ranging knowledge of cosmetic surgery procedures
3. Strong problem solving and analytical skills
4. Ability to flexibly respond to changing demands
5. Excellent communication and follow-up skills
6. Ability to multi-task
7. Highly organized with attention to detail
8. Excellent time management skills
9. Take initiative to resolve issues independent of direct supervision

1. Discretion in handling diverse and challenging situations while adhering to patient privacy regulations.

1. Reliable Transportation
2. Ability to work 8:30 am to 5:30 pm daily with 1 hour lunch
3. Ability to work in either the San Jose or Palo Alto clinic locations as needed (days may vary)
4. Available to step in as the PCC in either location for sick/vacation/disability coverage

1. Yearly Influenza and COVID-19

1. A good understanding of anatomy, plastic surgery medical terminology and the practice offerings
2. The ability to credential each surgeon to the patient

Environmental Hazards and Job Conditions

Exposure to:

1. Hazardous chemicals. Infrequent, Low.
2. Infectious disease while in decontamination area and during all patient contact. Infrequent, Low.
3. Bloodborne pathogens. Infrequent, Low.

1. Mask: must follow guidelines set by Santa Clara County Health Department.

Job Duties

1. Clinic Huddles in person prior to clinic; be prepared to brief on incoming patients as needed.
2. Attend the Surgical Clinic Team meeting (bi-weekly – Tuesday's 4-5pm)
3. Participating and involvement in the PCC team meetings (bi-weekly – Friday @ 12:30pm)
4. Other meetings as scheduled.

1. Initiate claims to seek coverage info, submit forms to authorize coverage
2. Assist LVN team in making pre-operative surgery bags for upcoming surgery patients
3. Act as a liaison between surgical clinic and medspa/SKIN
4. Utilize Alle and other rewards programs for patient outreach and conversion to MedSpa (Natrelle Perks conversions)

1. Pre-send all consents to the patient for review prior to their pre-op
2. Schedule all pre- and post-op appointments for upcoming surgery patients
3. Assist PCC team in all scheduling needs for surgical clinic
4. Work with the surgical clinic team to reschedule any pre-post op appointment needs
5. Review cancelations: Refund surgical gift cards, all appointments canceled, etc.
6. Schedule screening and optimization
7. Surgery chart audits
8. Ensure all surgical notes/appointments and checklists have been completed
9. Assist clinical team members with surgery chart preparations (preparation, scanning, etc.)

1. Illuminate’s policy is that all visits where the patient is the opposite gender from the surgeon will be chaperoned.
2. The chaperone should introduce themselves to the patient if the surgeon does not.
3. The chaperone may begin patient care documentation as appropriate.