Position Summary
The Surgical Coordinator/Scheduler oversees and coordinates all aspects of the surgical process to ensure safe, efficient, and compliant patient care from initial scheduling through postoperative follow-up. This role serves as the primary point of communication among patients, physicians, surgical facilities, insurance providers, home health agencies, and surgical vendors.
Responsibilities include patient review, pre-operative preparation, insurance authorization, equipment and vendor coordination, scheduling, documentation management, and ongoing communication throughout the surgical continuum.
Essential Job Responsibilities
1. Patient Review & Surgical Clearance
- Obtain required medical clearances (cardiac, pulmonary, or specialty) and ensure all required documentation is complete and submitted to the surgical facility.
- Educate patients regarding:
- Medication management, including discontinuation of blood thinners
- NPO (nothing by mouth) instructions
- Pre-operative expectations and postoperative care
- Verify completion of pre-admission testing and ensure all documentation is received and properly documented.
2. Surgical Scheduling & Coordination
- Schedule surgical procedures based on provider availability and facility scheduling guidelines.
- Coordinate pre-admission testing, total joint education classes, and postoperative appointments.
- Maintain and update:
- Operating room schedules
- On-call schedules
- Provider calendars
- Meetings and follow-up appointments
- Communicate with patients, facilities, and clinical staff to ensure all cases are prepared and ready for surgery.
3. Coding & Insurance Authorization
- Assign accurate CPT and ICD-10 codes for scheduled procedures.
- Submit and track insurance authorization requests.
- Ensure all required authorizations are obtained prior to surgery and submitted to the surgical facility.
- Collect applicable surgical deposits before the scheduled procedure.
- Maintain accurate records of authorization submissions, approvals, denials, and expirations.
4. Pre-Admission & Pre-Operative Orders
- Enter and prepare all required pre-admission and pre-operative orders, including:
- Consents and patient education materials
- Medication orders (pre-, intra-, and postoperative)
- Ensure all orders and instructions comply with physician preferences and facility protocols.
5. Medical Equipment & Home Health Coordination
- Coordinate postoperative equipment for surgical patients, including:
- Slings
- Cold therapy devices
- Continuous Passive Motion (CPM) machines
- Walkers
- Bedside commodes
- Arrange equipment delivery when appropriate.
- Coordinate home health services based on patient preferences, insurance coverage, and geographic location.
- Facilitate outpatient physical therapy referrals when home health services are not covered.
- Maintain communication with home health agencies to ensure continuity of patient care.
6. Vendor / Representative Coordination
- Identify and notify appropriate surgical representatives required for each case.
- Coordinate with implant and equipment vendors.
- Confirm implant availability and overall case readiness prior to scheduled procedures.
7. Facility Coordination
- Collaborate with scheduling and pre-operative teams at:
- DCH Regional Medical Center
- Northport DCH
- Tuscaloosa Surgical Center
- UAB West
- Confirm all pre-operative requirements, clearances, authorizations, and documentation have been received and processed by the facility.
8. Documentation & Records Management
- Obtain, scan, upload, and maintain all required documentation within the patient's medical record, including:
- Surgical orders
- Medical clearances
- Authorization approvals
- Home health and equipment orders
- Confirm receipt of operative notes and ensure patient charts are complete and accurate.
- Maintain organized and systematic tracking of all surgical documentation.
9. Additional Duties
- Perform additional duties and special projects as assigned by the Administrator or leadership team.
Qualifications
- High school diploma or GED required; additional medical, healthcare, or administrative training preferred.
- Minimum of 2-3 years of experience in surgical scheduling, surgical coordination, or a related healthcare role.
- Strong understanding of surgical workflows, CPT and ICD-10 coding, and insurance authorization processes.
- Experience coordinating with surgical facilities, home health agencies, and medical equipment vendors.
- Excellent organizational, communication, and multitasking skills.
- Proficiency with electronic medical record (EMR) systems and healthcare documentation processes.
- Ability to work independently while maintaining confidentiality and professionalism.
Physical Requirements
- Ability to sit, stand, and walk for extended periods.
- Ability to lift and carry up to 20 pounds as needed.
- Manual dexterity sufficient to operate office equipment, including computers, printers, and calculators.
- Ability to bend, stoop, reach, and handle files, supplies, and office materials.
- Ability to remain seated for extended periods while performing administrative tasks.
Work Environment
- Fast-paced healthcare environment requiring frequent communication and coordination among physicians, patients, staff, facilities, insurance providers, vendors, and home health agencies.
- Ability to manage multiple priorities, deadlines, and interruptions while maintaining accuracy and professionalism.
- Stress may result from competing demands and time-sensitive patient care needs.
Disclaimer
This job description is intended to provide a general overview of the position and is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Responsibilities, knowledge, skills, abilities, and working conditions may change as organizational needs evolve. Employees may be required to perform additional duties as assigned.
Pay: $18.00 - $20.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
