Medical Office and Registration Coordinator, Surgery Division

Swedish Covenant Hospital
Chicago, IL
Posted 1 month ago
Apply on Company Website


The Scheduling and Referral Coordinator provides scheduling and pre-registration service for patients needing services, procedures, tests and appointments for one or more departments throughout Swedish Hospital, in particular the General Surgery Division and associated programs. Verifies insurance coverage and authorization prior to surgeries and procedures. Provides general information about SMG physicians for patients who contact the physician referral service. Triages patient calls and coordinates interdepartmental care. Enables easy, convenient access to the services they need in a friendly, efficient and timely manner. As part of a team, provides outstanding customer service and satisfaction ensuring all patients feel welcome at Swedish Hospital. Performs other administrative tasks.


Essential Functions

  • Demonstrates a commitment to the mission of Swedish Hospital and demonstrates a service orientation and adheres to all responsibilities and standards of the hospital.

Primary Duties

  • Demonstrates professional and customer service focused behavior at all times, including manner of communication, responsibility and appearance.
  • Answers high volume of incoming calls promptly, courteously, and in a caring friendly manner, ensuring outstanding customer service at all times.
  • Accurately, appropriately and efficiently schedules services, tests, procedures and appointments for multiple departments, adhering to specific department guidelines and protocols, ensuring service excellence at all times.
  • Responsible for entering appropriate Medicare Medical Necessity diagnosis and ICD-9 code for exams in compliance with Local Medical Review Policies.
  • Gathers complete and accurate patient type, demographic and billing information. Pre-registers patients in a timely and efficient manner.
  • Advises patient of any insurance authorization and referral requirements and ensures timely transfer of registration information to ensure financial clearance and appropriate reimbursement.
  • Advises patients and provides them with any necessary prep, instructions appropriate to the scheduled test(s). Gives other directions, locations and instructions for check-in on the day of service (in writing when indicated).
  • Advises patients of the collections policy and explains payments, deposits and co-pays. Directs patient to the cashier or financial counselor when indicated.
  • Assists and supports new employees to make them aware of department policies and procedures, while emphasizing excellent quality and customer service excellence.
  • Performs physician referral services by using the computer to match customer requests for SCH physician(s) according to the customers stated needs and preferences.
  • Responsible for reservations and registration for community and hospital events and classes. Provides class/event roster in an accurate, efficient and timely manner for event coordinators and instructors.
  • Attends meetings regarding community and hospital events and classes.
  • Responsible for generating reports/letters in an accurate, efficient and timely manner.
  • Maintains accurate physician data for new doctors on staff, insurance information and other updates in the computer system. Maintains paper files and binders up to date as a back up for computer down time, so that referrals can be done manually.
  • Performs other duties as requested by the supervisor.


  • Name, Demographic, Financial and Limited Clinical
  • Computer system access is assigned based on managers access level request and on the minimum necessary as described in this job description. Approval for level of access is given by the system administrator or manager of the department that has ownership of system/module. See Computer system Access controls policy.




Education and Experience

  • Minimum high school graduate or equivalent; prefer two or more years of college course work.
  • Minimum six months experience in hospital admissions, hospital department scheduling, or one year in physician office scheduling preferred.

Knowledge and Skills

  • Excellent interpersonal communication and public relations skills.
  • Expert knowledge of medical terminology.
  • Knowledge of clinical office or department general policies and practices.
  • Keyboarding at 45 wpm.
  • Working knowledge of computers
  • Knowledge of third party payers and managed care contract reimbursement requirements.
  • Ability to concentrate and remain composed in a busy, distracting office environment in high-pressure situations.
  • Ability to interact positively and effectively with multiple departments.
  • Ability to use good judgement and utilize independent decision-making skills to effectively problem solve, resolve issues and facilitate department efficiency and productivity.
  • Ability to prioritize and organize tasks and to maintain flexibility in response to constantly changing demands.
  • Spanish communication (written and oral) strongly preferred.

Primary Location

Galter Medical Pavilion (5140 N. California Ave)

Apply on Company Website