Procedure Coordinator

Patient-focused, service-oriented, representative of the practice and health system.

The OB/GYN Surgical & Procedure Coordinator is responsible for managing all aspects of surgical and procedural coordination for the OB/GYN department, ensuring an efficient patient experience and optimal provider and resource utilization. This position schedules inpatient and outpatient procedures, verifies insurance benefits, obtains necessary authorizations, prepares patients with pre- and post-operative instructions, and collaborates with surgical locations, first assists, and clinical teams to ensure all resources, equipment, and documentation are in place.

The coordinator serves as a key liaison between providers, patients, the Central Billing Office, and hospital services, ensuring accuracy in scheduling, coding, and the claim cycle. This role requires exceptional organization, strong interpersonal skills, and the ability to balance clinical preparation with administrative and operational requirements. The coordinator may also support clerical functions and assist the Practice Manager with special projects or administrative tasks.

High School Diploma - Preferred

Minimum of 18 months previous experience working in an office or hospital setting as a customer service representative or health care representative – Required

Meditech experience and accuracy and proficiency in computer applications - Preferred

None Required

Schedules patients for procedures across multiple hospital departments (including, but not limited to Specials, OR, Cath Lab, EP Lab, Surgery Center). Ensures procedural cases are scheduled timely, completely, accurately, with proper urgency, and with consideration to necessary surgical resources (personnel and equipment). Obtains additional information from ordering provider as needed to complete scheduling tasks.

Manages communication with surgery patients. Educates and clarifies information with patients and patients’ families and/or caregivers regarding upcoming procedures and related patient visits or studies. Escalates questions or concerns to the medical professional as warranted. Coordinates patient interpretive services, accommodates patient disabilities, and readily assists patients with completion of forms.

Plays an active role in revenue cycle process. Executes timely pre-certifications and prior authorizations with payors. Documents and verifies accuracy of authorization numbers, benefits and eligibility, patients’ cost share responsibilities and estimates. Performs accurate and timely charge entry based on physician documentation when applicable and as assigned by management. Assists as needed in denial avoidance and recovery efforts.

Uses interpersonal skills to work effectively within the practice team, establish good working relationships with coworkers, foster collaborative interdepartmental relationships, and provide a positive experience for patients and visitors. Updates practice call/procedure schedule when required.

Error prevention. Repeats appointment dates, times, and locations during call with patient and hospital coworkers. Partners with interdepartmental and interdisciplinary teams to prevent posting errors and case delays.

Assists in clerical tasks, provides administrative support to the Practice Manager, and completes other duties as assigned (especially including, but not limited to, patient scheduling, registration, training, referral and order coordination and fulfillment, processing inbound communications, and direct physician support).

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