Medical Assistant/Surgical Coordinator - Hartford County

Medical Assistant/Surgical Coordinator

Under the direct supervision of the Practice Manager and/or Registered Nurse (RN), performs a variety of administrative, clinical, departmental support, and documentation duties to promote the health, safety, and comfort of CT Children's patients and families.

The Medical Assistant/Surgical Coordinator may be required to perform any or all of the following fundamental Documentation, Administrative, Clinical, and Department Support functions:

• SURGICAL SCHEDULING
• Work with physicians in scheduling all surgeries and necessary services.
• Initiate surgical booking request via family/physician.
• Schedule with OR.
• Schedule with physician.
• Schedule with family.
• Schedule pre-op physicals in Epic and with family.
• Arrange any necessary specialty consultations.
• Complete forms/requisitions.
• Confirm insurance information in Epic.
• Obtain financial information, deductible and co-pays insurance financial responsibility versus family.
• Arrange any testing/equipment if needed (e.g. spinal cord monitoring service, PICU, blood transfusions).
• Verify referral. Obtain pre-certification/authorization.
• Provide (if requested) letter of medical necessity for hospital stay and for family on length of recovery. (For school and/or employer of parent/patient, etc.)
• Produce pre-claim for insurance company.
• Meet and discuss financial responsibility with family.
• Collect payment from family for physician fees by cash, check, MasterCard/Visa.
• Submit surgical billing to billing service after reviewing for appropriate code. Notify physicians of any issues for review.
• ADMINISTRATIVE SUPPORT
• Supports the patient check-in and check-out processes.
• Scheduling and coordinating all patient appointments.
• Answering and directing calls.
• Process pre-authorizations and pre-certifications.
• Prepare and files medical record.
• Provide cross coverage for other administrative roles.
• Maintains clinical files according to organization/department protocol.
• Processes patient related correspondence.
• Maintains confidentiality of patient information.
• CLINICAL SUPPORT
• Ensures efficient patient flow.
• Prepares treatment rooms and equipment for patient examinations.
• Provides appropriate procedural support following department specific guidelines.
• Performs initial intake of patient, up to and including: Interviews patient and family to obtain chief complaint/reason for visit, vital signs, and allergy information. Accurately records and/or updates relevant patient information.
• Performs daily Quality Controls (QC) for all Point of Care (POC) testing.
• Obtain specimens, accurately performs and records patient POC testing per policy.
• Under provider and/or RN direction, performs tracking and retrieval of patient lab/diagnostic testing results to facilitate timely provider review and follow-up.
• Under provider and/or RN direction, performs the administrative functions of the patient prescription renewal process in accordance to policy.
• Provides cross coverage for other appropriate clinical roles.
• DEPARTMENTAL SUPPORT
• Provide support as needed for departmental medical record audits.
• Cleans and stocks patient care rooms between patients.
• Maintains appropriate inventories of all medical supplies.
• Stocks and maintains all patient related forms and educational materials.
• Utilizes equipment appropriately and notifies Practice Manager in a timely fashion of equipment/facility break-down or damage.
• DOCUMENTATION
• Documentation is legible and falls within the appropriate MA scope/Organizational documentation guidelines.
• Accurately documents patient information on appropriate forms. Demonstrates accuracy in basic data entry and data retrieval of paper/electronic patient records.
• OTHER RELATED ACTIVITIES
• Performs other duties as may be assigned to promote the health, safety and comfort of CT Children's patients and families.
• Ability to travel to satellite locations may be required.
• Demonstrates knowledge of the age-related differences and needs of patients in appropriate, specific populations form neonate through adolescence and applies them to practice.
• Demonstrates cultural sensitivity in all interactions with patients/families.
• Demonstrates an awareness of safety needs and a basic knowledge of medical terminology, infection control, risk management, and environment of care policies.
• Asks questions, clarifications, and assistance when needed and in situations that fall outside of the MA and Surgical Coordinator scope of practice.
• Demonstrates support for the mission, vision, values, and goals of the organization through behaviors that are consistent with CT Children's standards.
• Basic Understanding of CT Children's Policies and Procedures.
• Understanding of the organization's environment of care. Special Considerations: Those Medical Assistants hired as a "float" or exclusively for the satellites must demonstrate flexibility and knowledge of documentation/procedures/workflow in the various departments to maximally support the patient experience.

EDUCATION/EXPERIENCE:

• Education: High School Diploma, GED or equivalent; vocational training (defined below) may substitute.
• Vocational training is defined as one of the following: Completion of Medical Assistant training program approved by the American Association for Medical Assistants or American Medical Technologists or similar program provided by the military; completion of Certified Nursing Assistant Program (Connecticut certification preferred); Current BSN nursing student in an accredited program and having completed 2 years of study and "Fundamentals of Nursing" course.
• Experience: No prior experience required.

• Job Identification 2631
• Job Category Nursing Support
• Posting Date 05/27/2025, 05:32 PM
• Job Shift Day
• Locations 282 Washington Street, Hartford, CT, 06106, US (On-site)
• Scheduled Days and Hours Mon-Fri; shift varies between 7:30 AM-5:30 PM