About the Role
University Pain Centers, an affiliate of the Department of Anesthesiology at Rush University Medical Center, is seeking highly motivated and detail-oriented professionals who take initiative, communicate effectively, and are committed to high-quality, patient-centered care.
As a Surgical & Prior Authorization Coordinator, you will play a critical role in keeping our surgical schedule organized, ensuring timely authorizations, coordinating with physicians and facilities, and providing patients with a seamless experience throughout their care journey. Success in this role requires strong organizational skills, attention to detail, the ability to manage deadlines, and the flexibility to adapt positively to last-minute scheduling changes.
Because we believe in teamwork and cross-training, this role also supports overall clinic operations, including assisting with patient calls, entering, and updating patient information, scheduling appointments, and supporting patient check-in using the Healow patient portal and other digital tools. The ideal candidate is comfortable with technology, able to learn new systems quickly, and capable of managing multiple priorities in a high-volume clinical environment.
This is an excellent opportunity for a mid-level healthcare professional who is organized, dependable, patient-focused, and eager to grow within a specialized pain management practice.
Surgical Coordination & Prior Authorization Responsibilities
- Coordinate surgical schedules with physicians, clinical teams, hospitals, and procedure centers
- Schedule office-based and hospital procedures based on patient diagnosis and physician procedure requests
- Obtain prior authorizations, pre-certifications, and required approvals from insurance companies
- Verify insurance requirements and ensure all required documentation is complete prior to procedures
- Ensure medical clearances and necessary records are obtained before surgery
- Communicate with patients regarding scheduling, procedure preparation, and next steps
- Anticipate and address patient needs throughout the surgical coordination process
- Communicate scheduling changes, cancellations, and updates accurately and in a timely manner
- Collaborate with physicians, clinical staff, and outside facilities to ensure smooth procedure coordination
- Ensure all assigned tasks are completed accurately and within required timelines
Clinic Operations Responsibilities
- Support patient communication by assisting with high-volume phone calls and patient inquiries as needed
- Schedule and coordinate patient appointments
- Register new patients and accurately enter/update patient information in the EMR system
- Utilize the eCW Healow patient portal and other digital tools to support patient communication and appointment management
- Verify insurance information and assist with insurance-related processes
- Maintain accurate patient records and documentation
- Collaborate with clinical staff using shared digital workflows to support efficient patient flow
- Assist with patient check-in and rooming patients, including documenting vitals in the EMR as needed
- Support daily clinic operations and special projects assigned by the Practice Administrator
- Travel between Westchester and Chicago locations as needed
What You Bring:
Education
- High school diploma or equivalent required
- Some college or healthcare-related education preferred
Experience
- 4–6 years of experience in a medical office, clinical support, surgical coordination, or healthcare administrative role
- Surgical Coordinator experience strongly preferred
- Prior authorization experience required
- Customer service experience required
- Computer/EMR experience required
- Medical terminology experience required
Skills
- Excellent verbal and written communication skills
- Strong organizational skills and attention to detail
- Ability to multitask and prioritize in a busy, fast-paced environment
- Strong follow-through with the ability to manage deadlines and competing priorities
- Professional, reliable, and patient-focused approach
- Comfortable learning and using healthcare technology systems
- Ability to work independently while collaborating effectively with a team
- Commitment to maintaining patient confidentiality and professionalism
Benefits & Perks
- Paid time off
- Opportunities for career development and training
- Work with a nationally recognized team in interventional pain care
- Opportunity for growth within a rapidly expanding healthcare organization
- Supportive, team-oriented clinical environment
- Gain valuable experience working alongside physicians and healthcare professionals in a specialized field.
Work Location: In person
Locations: Westchester & Chicago
Travel: Ability to travel occasionally between locations as needed
Pay: $19.27 - $24.19 per hour
Benefits:
- 401(k)
- Health insurance
- Life insurance
- Paid time off
Application Question(s):
- Are you currently employed?
- University Pain Centers values stability, professional growth, and long-term team members. Please describe your recent career transitions, including the reason for leaving your most recent position (if applicable), and what you are seeking in your next long-term opportunity.
- Have you independently obtained prior authorizations for outpatient procedures or surgeries (including verifying medical necessity, submitting clinical documentation, and obtaining insurance approval)?
License/Certification:
- Do you have extensive Insurance Verification experience? (Required)
Work Location: In person
