Job Posting
Surgical Clinic Office Manager
Surgical Clinic Office Manager Job Description
Department: Surgical Clinic | Reports to: Chief Nursing Officer
Position Summary
Coordinates the administrative workflow of the surgical clinic, with primary responsibility for scheduling, billing, insurance pre-certifications, and referrals. Works with the surgeon, nursing staff, operating room, and business office to keep appointments and procedures organized, records complete, and billing information accurate.
Essential Duties and Responsibilities
Scheduling
Schedule new patient visits, follow-up appointments, procedures, and postoperative visits according to provider instructions and clinic guidelines.
Coordinate surgery dates with the surgeon, operating room, and patient; communicate changes promptly to all affected departments.
Confirm appointments and maintain cancellation, rescheduling, and no-show records. Refer clinical questions and preparation instructions to licensed clinical staff.
Billing and Insurance
Verify patient demographics, insurance coverage, eligibility, and referral requirements; update records before services are provided.
Collect copayments and other approved patient payments according to hospital policy; reconcile collections and provide receipts.
Prepare and submit complete charge information or superbills to the business office. Coordinate coding questions with the provider or qualified coding staff.
If assigned direct claim responsibility, submit claims, correct administrative rejections, and follow up on unpaid claims and denials within payer deadlines.
Resolve administrative billing questions and route payment arrangements, coding disputes, and clinical documentation issues to the appropriate staff.
Pre-certifications
Obtain and track required prior authorizations for surgeries, procedures, testing, and visits before the service date whenever possible.
Submit provider orders and supporting documentation to payers; record authorization numbers, approved services, dates, and status.
Track pending requests and escalate denials, peer-to-peer requests, and missing clinical information to the provider or designated clinical staff.
Notify the scheduling team of unresolved authorization issues and follow hospital procedures for clearance or rescheduling. Authorization does not guarantee payment.
Referrals and Records
Receive, log, and track incoming referrals; obtain referring provider notes, relevant test results, and required patient information.
Arrange outgoing referrals ordered by the provider; transmit records securely and track appointment status and returned consultation reports.
Maintain administrative surgery packets and verify that required orders, history and physical documentation, consent forms, and insurance information are present; alert clinical staff to missing items.
Scan records into the correct patient chart and send completed clinic and postoperative notes to referring providers according to policy.
General Responsibilities
Maintain confidentiality, secure patient records, and follow hospital policies for privacy, financial transactions, and documentation.
Communicate professionally with patients, providers, payers, and hospital departments; promptly route urgent symptoms or clinical concerns to licensed staff.
Monitor scheduling accuracy, pending authorizations, referral completion, and billing work queues; report unresolved barriers to the CNO.
Provide administrative coverage and perform related duties within training and assigned authority.
Qualifications
High school diploma or equivalent required. Two years of medical office experience preferred, including scheduling, insurance verification, billing, or prior authorizations. Surgical clinic experience and familiarity with medical terminology, electronic health records, payer portals, and CPT and ICD-10 terminology preferred. Must demonstrate accuracy, organization, professional communication, and the ability to manage competing deadlines.
Additional Information
Position Type : Full Time
Shift : Day
Contact Information
Rebecca Meek - Chief Nursing Officer
Nursing Administration
PO Box 1270
Ashland, AL 36251
Email: rmeek@clayhosp.org
Phone: 256- 354-1271 |
