Jessica Ruvalcaba
San Diego
Summary
Detail-oriented Surgery Scheduler with expertise in patient scheduling, insurance authorization, and HIPAA compliance. Proven track record of fostering strong relationships with patients and healthcare teams to enhance workflow efficiency.
Overview
8
8
years of professional experience
Work History
Surgery Scheduler
Coast Surgical Group
Chula Vista
04.2024 - Current
- Provided excellent customer service by responding promptly and accurately to patient inquiries regarding procedures and appointments.
- Efficiently managed patient scheduling and registration processes, ensuring accuracy of information and compliance with HIPAA regulations.
- Developed strong relationships with surgeons and office staff to facilitate an efficient workflow.
- Coordinate surgical procedures by aligning patient needs with surgeon and facility availability across multiple hospitals and surgery centers.
- Serve as primary point of contact for patients from initial consultation through post-operative care, ensuring seamless communication and support.
- Schedule and verify all necessary pre-operative testing, labs, and imaging; ensure records are complete and available for surgical review.
- Secure insurance prior authorizations and referrals, maintaining detailed records of patient coverage and requirements.
- Communicate surgery details clearly to patients in both English and Spanish, ensuring understanding and preparedness.
- Manage and update all general surgery and physician assistant schedules, including clinic visits and surgical assists.
- Demonstrate proficiency in EMR systems and office technologies to ensure accurate, timely scheduling and documentation.
- Provide cross-functional support to administrative and clinical staff, adapting to shifting priorities in a fast-paced medical office.
- Maintain strong, respectful professional relationships within the practice and with external facility staff to optimize scheduling coordination.
Buyer
Miller Cnc
Chula Vista
02.2023 - 04.2024
- Generated purchase orders and maintained accurate records of all procurement transactions.
- Negotiated and finalized purchase orders with suppliers, ensuring best quality, price and delivery terms.
- Evaluated existing processes for procurement activities, identified opportunities for improvement and implemented changes accordingly.
- Monitored deliveries from suppliers against agreed upon timelines while also managing expectations of internal customers.
- Analyzed vendor performance metrics to assess current supplier base and identify areas for improvement.
- Identified alternative sources of supply when necessary due to shortages or delayed delivery times.
- Collaborated with logistics teams to ensure timely delivery of purchased items.
- Developed strong relationships with vendors to ensure timely completion of projects within budget.
- Managed day-to-day operations of the company's inventory system in order to maintain accurate records of stock levels.
- Kept inventory levels within safety stock and target quantity levels.
- Contacted suppliers regarding errors in partial or duplicated shipments, prices and substitutions.
- Analyzed pricing trends, negotiated contracts, and implemented cost-saving measures.
Program Coordinator
University Of Colorado Anschutz Medical Campus
Aurora
04.2021 - 05.2023
- My duties include working with Operations Management to implement identified needs for the program such as faculty recruitment, scheduling, additional certifications, and logistics.
- Manages projects and process improvement activities related to their program reports on progress, and ensures deadlines are met.
- Coordinated meeting space and event logistics, including venue selection and scheduling.
- Processes procurement requests, travel arrangements (including international), and reimbursements for providers using COR360 and Concur.
- Manages provider licensing, certifications, memberships, and hospital credentialing.
- Recruitment and onboarding support for new providers.
- Managed scheduling and billing processes for medical legal requests.
- Collaborated with internal teams across departments to ensure effective operations of the program.
- Facilitated program meetings, conferences, and workshops.
- Identified and implemented program improvements, enhancing overall effectiveness.
- Organized and facilitated workshops, meetings, and training sessions for participants.
- Scheduled and organized program-related meetings and events.
- Maintained compliance with all regulations relevant to the program activities.
- Analyzed program results and provided actionable recommendations for enhancement.
- Coordinated logistics for multiple events including travel arrangements, catering.
- Managed databases containing participant information and program metrics.
- Created and managed budgets to support program activities.
- Conducted research to identify best practices related to program objectives.
- Kept team members up-to-date with relevant project information.
- Monitored project budget by tracking expenditures and transactions.
Vein Specialist Coordinator/Lead Medical Assistant
Cardiovascular institute of SD
Chula Vista
04.2018 - 02.2021
- I assist the providers when performing vein procedures (EVLT's, Varithena's, sclerotherapy, and phlebectomies)
- Coordinated patient referrals to other care providers, ensuring timely management of incoming requests.
- Expedite patient referrals to specialty offices, imaging facilities, and faxing medical records
- Establish close working relationships with diagnostic imaging centers to facilitate urgent scheduling
- This includes working with patients to arrange and schedule referral appointments for 3 offices.
- Led medical assistant staff, guiding daily workflow processes to enhance team efficiency.
- Trained new medical assistants on proper use of medical equipment and adherence to safety protocols.
- Provided support to other clinical personnel by answering phones, scheduling appointments, coordinating referrals and authorizations.
- Assisted physicians during examinations by preparing exam rooms, setting up equipment and instruments, and stocking supplies.
- Demonstrated ability to provide direct patient care, including taking vital signs, performing EKGs, administering injections, and assisting with minor surgeries.
- Maintained compliance with HIPAA regulations while handling confidential patient information.
- Documented medical data in patient charts, facilitating accurate records.
- Processed incoming lab results accurately into the Electronic Medical Records system.
- Displayed strong organizational skills when managing multiple tasks simultaneously within a fast-paced environment.
- Utilized excellent communication skills when interacting with patients to ensure accurate information was collected.
- Worked interdependently with other professionals to provide quality health care to patients.
- Assessed patient needs through observation of symptoms and communicated findings to healthcare team members.
- Medical billing and coding.
Education
Medical Assistant -
UEI College
Chula Vista, CASkills
- Patient scheduling
- HIPAA compliance
- EMR documentation
- Insurance authorization
- Surgical coordination
- Office Administration
- Standard Operating Procedure
- Generating Schedules
- Accounts payable
- Data Verification
- Vendor Negotiations
- Quality Assurance
- Insurance authorizations
- Procurement management
- Electronic medical records
- Insurance verification
- Medical coding
- Prior authorization
- Strong communication skills
Languages
English
Professional
Spanish
Professional
Timeline
Surgery Scheduler
Coast Surgical Group
04.2024 - Current
Buyer
Miller Cnc
02.2023 - 04.2024
Program Coordinator
University Of Colorado Anschutz Medical Campus
04.2021 - 05.2023
Vein Specialist Coordinator/Lead Medical Assistant
Cardiovascular institute of SD
04.2018 - 02.2021
Medical Assistant -
UEI College