Surgical Coordinator

The Surgical Coordinator plays a key role in a high-volume surgical department, ensuring that patients and families receive timely, well-organized support before and after procedures. This position manages appointment and procedure scheduling, prepares medical charts and records, maintains accurate patient information, and serves as a primary point of contact for patients, physicians, and nursing staff. The role requires strong organizational skills, attention to detail, and a commitment to delivering excellent customer service in a fast-paced medical office environment.

• Greet patients and family members in a professional and welcoming manner, providing clear information and assistance throughout their visit.
• Schedule patient appointments, hospital admissions, and ambulatory procedures, ensuring all actions are completed accurately and in a timely manner.
• Answer telephone calls promptly, assess callers needs, demonstrate appropriate telephone etiquette, and direct calls to the correct individual or department.
• Take accurate messages and ensure they are delivered to the appropriate staff member promptly and reliably.
• Schedule future appointments, tests, and referrals as ordered by physicians, confirming all necessary details and documentation.
• Maintain up-to-date communication resources, including on-call schedules, physician phone numbers, and beeper numbers.
• Prepare charts for new patients, ensuring all required forms are correctly placed and converting temporary records to permanent records before the end of the day.
• Request medical records and perform chart preparation so physicians have all necessary information prior to exams, evaluations, procedures, or treatments.
• Print minimal medical record information from the electronic record when a physical chart is not available, following established guidelines.
• Reconcile patient encounters daily in accordance with departmental policies and guidelines.
• Monitor supply inventory and complete or direct requisitions for supplies, forms, equipment, or services to maintain smooth operations.
• Perform general clerical duties such as faxing, photocopying, filing, and mailing documents as needed.
• Obtain, verify, and update patient information accurately while maintaining confidentiality in line with organizational policies.
• Accurately complete all necessary patient forms and ensure they are properly filed or processed.
• Respect patient rights by knocking before entering rooms, addressing patients by name, and clearly identifying yourself.
• Establish and maintain positive working relationships with physicians, nursing staff, and other team members to support coordinated patient care.
• Protect the privacy and confidentiality of patients and employees at all times.
• Promptly communicate any problems, equipment concerns, or operational issues to the appropriate nursing leadership.
• Support a high-volume department by organizing tasks efficiently and prioritizing responsibilities to meet daily demands.

• Experience in surgical scheduling within a medical or surgical department.
• Medical and patient access experience, including scheduling appointments and procedures.
• Ability to communicate effectively in English, both orally and in writing.
• Excellent interpersonal and customer service skills when interacting with patients, families, and staff.
• Accurate computer data entry skills with strong attention to detail.
• Ability to organize and perform multiple tasks in a timely and efficient manner.
• Basic proficiency in computer use, particularly in a Windows-based environment.

• Previous Patient Service Representative (PSR) experience preferred.
• Previous medical office or general office experience preferred.
• Knowledge of medical office operations and medical terminology preferred.
• Previous experience with standard office technology in a Windows-based environment preferred.
• Experience with Electronic Health Records (EHR) systems preferred.
• Experience with Practice Management Systems and departmental or ancillary systems preferred.

This role is based in a busy surgical department at a clinical site, working in a fast-paced, patient-facing medical office environment. The primary shift is 9:00 a.m. to 5:30 p.m., with an alternative schedule of 8:30 a.m. to 5:00 p.m., Monday through Friday, with no weekend shifts. The position involves frequent interaction with patients, families, physicians, and nursing staff, regular use of computers and standard office…