ASC Patient Service Coordinator

at Spectrum Healthcare Partners in Portland, Maine, United States

Job Description

Spectrum Orthopaedics was recently named the winner of the Best of the 207 Orthopaedics award!

Company Overview Spectrum Healthcare Partners is Maine’s largest multi-specialty, physician-owned and directed professional organization and is comprised of over 200 physicians practicing in the areas of anesthesiology, orthopedics, pain management, pathology, radiation oncology, radiology, and vascular & interventional radiology. Spectrum provides services at many of Maine’s hospitals throughout the state and in eastern New Hampshire. Job Summary The position is responsible for coordinating and performing a variety of front-office functions for our Ambulatory Surgery Center to include: check-in, check-out, time of service collection, chart-preparation, chart & charge reconciliation, and ASC-related pre-authorization tasks. Additionally, provides support/guidance to patients, office staff, physicians and other providers. Represents the Ambulatory Surgical Center in a professional, courteous manner while receiving patients into the center. Hours: Tuesday through Friday, 6:00 am – 4:30 pm ESSENTIAL FUNCTIONS

+ Greets each patient as they enter the practice in a professional, caring manner and is warm in welcoming patients and vendors.

+ Performs patient check-in/check-out process with all patients; includes arriving the patient. Reviews patient chart to determine what registration information is needed from the patient at time of check-in. Ensures patient records are accurate and up-to-date including patient name, address, date of injury, payer information, etc. by verifying existing information or entering updated data into the computer system.

+ Prepares charts for visit/surgery by obtaining appropriate past documents, procedures, notes including operative notes, etc. Ensure chart completion before HIM scan chart into the EMR.

+ Scans medical documentation and other required documents into electronic health record or other medical document imaging system(s) including scanning fee slips, G-Code sheet and other info as needed.

+ Collects copays and outstanding balances at the time of service. Performs daily payment reconciliation.

+ Utilizes electronic health record for messaging to/from clinical staff.

+ Enters patient information into practice management system from faxed referrals, phone or email and ensures scheduled surgeries per clinical protocol from outside referrals.

+ Manages referrals to ensure obtained promptly.

+ Prepares charge sheets/fee slips, time and materials slip from designated system and creates packet including fee ticket, supply charge sheet, etc. Creates appropriate tasks within the system to facilitate charge capture processes for clinical and coding teams.

+ Performs Pre-Authorization tasks including managing ongoing authorizations for procedures performed in the ASC; future visits when required by insurance and follows up with insurance within 24 business hours if the procedure performed is different than procedure authorized.

+ Performs insurance verification to ensure accurate billing to appropriate insurance for patient encounter(s).

+ Maintains open communication with clinical staff to minimize interruptions to the providers’ schedules.

+ Collects all charge slips, reviews for accuracy and completeness. Reconciles charge sheets/invoices against schedule to ensure appropriate billing. Returns charge slips to clinical staff if they do not have the necessary information or if there are any discrepancies.

+ Ensures the waiting area is presentable. Notifies Facilities of any specific needs or concerns to ensure a pleasant and safe experience for all staff, visitors and patients.


+ Collaborates with clinical staff, Revenue Cycle and other key members of staff/leadership to answer all patient questions and concerns

+ Answers incoming internal and external calls.

+ Manages incoming faxes and other documents

+ May perform charge entry functions when necessary and as back up to clinical staff

+ Opens and distributes daily mail. Assists with daily processing of office correspondence and distribution.

+ Attend meetings, as assigned, and participate in educational activities to keep skills up to date

+ Maintains patient confidentiality per state and federal and company regulations.

+ Strives to maintain positive patient relations by handling problems and complaints in a professional, confidential manner.

+ Keeps abreast of current issues involving patient care or practice issues by attending and participating in department, team and practice meetings

+ Displays cooperative behavior and interacts positively and effectively with others to promote a team environment.

+ Is proactive in identifying, reporting and participating in the resolution of any potential or actual patient safety issues.

+ Demonstrates professionalism at all times

+ Supports the Company’s Vision and Values

+ Performs other duties necessary to maintain the overall efficiency and continuity of the Ambulatory Surgery Center.


+ Associates degree or equivalent years of experience with two (2) or more years of experience in a medical office, surgery center or similar role in health care organization/ environment

+ Knowledge of orthopaedics surgery and/or orthopaedics practice including workflows, processes and requirements

+ Certified Professional Coder (CPC) or other certification (such as Certified Revenue Cycle Specialist or Certified Revenue Cycle Representative) helpful.

+ Excellent customer service skills

+ Strong problem solving and analytical skills

+ Ability to work independently and as part of a team

+ Excellent communication and interpersonal skills, with the ability to interact with all internal and external customers in a professional and caring manner

+ Proficient computer skills including Microsoft Office and email

+ Excellent organizational skills with the ability to complete work in a timely, accurate and thorough manner

+ Ability to maintain confidentiality.


+ Operation of various office equipment; fax machine, telephone & voice mail system, stationary/lap top computer, scanner, e-mail system, cell phone, pager, and copier – data entry and typing

+ Light lifting of paperwork, folders or other general record keeping materials

+ Occasional travel amongst locations (for coverage)

+ Lifting of mail bins and boxes up to 30 lbs.

+ May be required to sit or stand for extended periods of time

+ Occasional reaching, bending


+ Health Insurance (80% company-paid)

+ HSA Match ($3,000 family plan / $1625 individual plan)

+ Dental & Vision Insurance Plans

+ 401(k) Match and Profit-Sharing Plan

+ Life and Accidental Death and Dismemberment Insurance

+ Long-term Disability Insurance

+ Short-term Disability Insurance

+ Generous paid time off

+ Voluntary, Employee-Paid Benefits

+ Medical Reimbursement Plan

+ Dependent Care Plan

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Job Posting: JC255805386

Posted On: Feb 24, 2024

Updated On: Mar 08, 2024

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