Administrative Secretary, Surgery Scheduler

The Department of Otolaryngology at Macon & Joan Brock Virginia Health Sciences at Old Dominion University is seeking an outstanding Administrative Secretary, Surgery Scheduler to join the team.

The surgery scheduler and administrative secretary role is a critical role in supporting our 3 high-volume facial plastic surgeons. This position is responsible for scheduling all surgical cases, including functional, Mohs reconstructions, traumas, and cosmetic procedures, coordinating operating room time and availability with all surgical locations, managing urgent and emergent trauma cases when our surgeons are on weekly trauma call, communicating surgical details clearly with patients, surgeons, staff and surgery centers, monitoring and adjusting schedules as needed to accommodate changes, surgeon availabilities and add-ons, preparing and organizing surgical packets, operative schedules and related documentation to surgery centers, and serving as a primary point of contact for surgical patients.

While providing administrative and secretarial support to the Division Director and the other two surgeons, this entails accurately entering all travel claims and membership dues/fees, organizing and maintaining all excel spreadsheets, and maintaining accurate and up-to-date CVs and membership applications.

• Serve as primary contact for surgical patients, coordinating and scheduling surgeries in a timely manner, peaking daily with patients, insurance companies and surgery centers.
• Prepare and organize surgical packets and send all surgical posting information to all surgical centers that are sent out weekly.
• Obtain authorizations for all surgical procedures from insurance carriers daily; support daily surgical scheduling and collaborate closely with referring providers, clinical and billing teams.
• Monitor and adjust urgent trauma cases with efficiency when our three providers are on trauma call weekly.
• Coordinate operating room availability and locate additional time for add-on cases daily.
• Manage phone calls, emails, schedules to maintain up-to-date information for both patients and surgeons.

• Must have demonstrated proficiency supporting administrative operations involving confidential records, scheduling, and coordination.

• Previous experience in a medical office and/or surgical scheduling is preferred.

US‑VA‑Norfolk