In-Office Surgical Coordinator

Description:

Job Summary:

The In-Office Surgical Coordinator plays a vital role in ensuring efficient, safe, and organized execution of all in-house surgical procedures. This position is centered on coordinating every step of the in-office surgical workflow—from scheduling and patient preparation to post-operative follow-up—while maintaining close collaboration with providers, clinical staff, and administrative personnel. The Coordinator also leads a remote team of Virtual Assistants (VAs), providing oversight and quality control for their scheduling and support tasks. This role requires strong organizational skills, attention to detail, and a hands-on approach to managing day-to-day surgical operations within the clinic.

Requirements:

Job Duties and Responsibilities:

• Collaborate with physicians, medical staff, and front desk personnel to manage in-house surgical schedules, ensuring efficient patient flow and optimal room utilization. Coordinate with the medical team to support the needs of in-office procedures.
• Serve as the primary point of contact for patients regarding procedure preparation, pre- and post-operative instructions, and in-office logistics.
• Obtain and verify insurance authorizations and referrals for all in-office procedures, ensuring documentation is complete before the date of service.
• Manage and maintain accurate surgical documentation, including consent forms, procedure notes, and follow-up instructions within the patient record.
• Track lab results, pathology reports, and diagnostic studies related to surgical cases and coordinate their review with providers.
• Monitor daily and weekly surgical schedules to identify and resolve any conflicts or delays and to maintain operational efficiency.
• Lead a team of Virtual Assistants (VAs) who support in-office procedure scheduling and provider-patient communications. Responsible for assigning tasks, delivering training, and providing ongoing performance feedback. Set and monitor team performance metrics aligned with increasing in-house procedure volume, ensuring productivity and quality standards are met as demand grows.
• Ensure consistency and quality in patient communication and scheduling by working closely with the VA team to identify gaps and implement process improvements.
• Collaborate with internal departments, including billing, front desk, and clinical teams, to streamline workflows and enhance the overall patient experience.

Qualifications and Experience:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are reflective of the knowledge, skill, and/or ability required.

Education & Experience:

• High School Diploma or equivalent required; Associate’s or Bachelor’s degree preferred.
• 2+ years of experience in a medical office setting; surgical or procedural coordination preferred.
• Experience with EHR systems (e.g., AdvancedMD, etc.).

Skills & Competencies:

• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Knowledge of medical terminology and surgical workflows.
• Proficiency in scheduling, insurance verification, and patient education.
• Ability to work independently and collaboratively in a team environment.
• Calm, professional demeanor with a patient-centered approach.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Individual will be required to:

• Sit for long periods at a time.
• Use hands and fingers in repetitive motions, daily.
• Ability to lift, push, pull up to 20 lbs. periodically.
• Travel to clinic locations or sites as needed.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.