Surgical - Clearance Rep (31463)

Clearance Representative – Surgical Team

Position Summary
The Clearance Representative is responsible for ensuring that all required pre-operative clearances, testing, and supporting documentation are completed, obtained, and forwarded to the appropriate surgical facility in a timely manner prior to a patient's scheduled surgery. This role serves as a liaison between patients, providers, facilities, and the surgical scheduling team to ensure all pre-surgical requirements are met and documented.

Essential Duties and Responsibilities

• Ensure all required pre-operative clearances, laboratory results, imaging studies, and supporting documentation are completed and received prior to scheduled surgical procedures.
• Create and send clearance requests to the appropriate outside providers, including primary care physicians, specialists, and other healthcare providers as needed.
• Communicate regularly with Surgical Schedulers regarding the status of patient clearances and any outstanding requirements.
• Contact patients to review pre-operative requirements and confirm completion of required clearances, testing, and appointments.
• Coordinate with outside provider offices, hospitals, ambulatory surgery centers, and other facilities to obtain necessary documentation.
• Facilitate laboratory and imaging orders by providing patients and facilities with required orders and instructions.
• Track and monitor outstanding clearances to ensure completion within required timeframes.
• Forward completed clearances, test results, and supporting documentation to the appropriate surgical facility prior to surgery.
• Maintain accurate and timely documentation within the electronic medical record and other tracking systems.
• Communicate any delays, deficiencies, or concerns that may impact surgical scheduling to the appropriate team members.
• Provide excellent customer service while maintaining professional communication with patients, providers, and facility personnel.

Qualifications

• Previous medical office, surgical scheduling, patient coordination, or healthcare administrative experience preferred.
• Knowledge of pre-operative clearance requirements and surgical workflows preferred.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Excellent verbal and written communication skills.
• Proficiency with electronic medical records (EMR) systems and standard office software.
• Ability to work collaboratively with patients, providers, and healthcare facilities.

Physical Requirements

• Prolonged periods of sitting and working at a computer.
• Frequent telephone communication with patients, providers, and facilities.
• Ability to perform routine office duties and maintain accurate records.

Performance Requirements:

Knowledge:

• Medical practice protocols for scheduling and patient demographics
• EMR systems
• Medical terminology
• Insurance practices, CPT, and ICD-10 coding
• Grammar, spelling, and punctuation for documentation
• Customer service principles and techniques

Skills / Abilities:

1. Self-starter with minimal supervision
2. Effective communication with patients and providers
3. Multitasking in a fast-paced environment
4. Analytical and responsive decision-making
5. Use of multi-line phone systems
6. Clear and concise verbal communication
7. Strong organizational and time management skills
8. Excellent interpersonal and problem-solving skills
9. Professional and positive demeanor
10. Basic computer skills
11. Teamwork and flexibility
12. Confidence in presenting pricing and financing
13. Urology experience (preferred)
14. Surgical scheduling experience (required)
15. Bilingual in Spanish (preferred)

Experience:

• 1 year of surgical scheduling (Required)
• 2–3 years of medical office experience (Required)
• Experience in a fast-paced, high-volume office (Preferred)

Education:

• High school diploma or GED (Required)